Open Session:

There were no members of the public present.

Present:

Cllr J D Heron (Chairman)
Cllr W S Rippon-Swaine (Vice Chairman)
Cllr N J Chard
Cllr N R G Clarke
Cllr B H Terry
Cllr M J Urwin
Cllr B Woodifield

In Attendance:

Terry Simpson, Town Clerk
Martin Townsend, Finance Manager
Claire Perrens, Meetings Administrator
Simon Hookins, Student Advisor
Cassie Ware, Student Advisor
Cllr Wiseman

F/4485 Apologies

The Town Clerk reported that apologies for absence had been received from Cllr Ford.

F/4486 Declarations of Interest

F/4492 – GRANT AID Cllr Clarke declared a personal and prejudicial interest in 1) Forest Forge Theatre, as he is a trustee; he made a statement and left the room whilst this item was discussed, taking no part in the debate or decision made.

F/4492 – GRANT AID Cllr Heron declared a personal and prejudicial interest in 2) and 3) Ringwood Junior School, as his children attend the School; he made a statement and left the room whilst the item was discussed, taking no part in the debate or decision made. Cllr Rippon-Swaine took the Chair.

F/4487 Minutes of the Last Meeting

RESOLVED: That the minutes of the meeting held on 21st October 2009, having been circulated, be approved and signed by the Chairman as a correct record.

F/4488 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 Rippon-Swaine signed the report.

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

F/4489 Committee Budget 2010/11

Members considered the Committee’s budget for 2010/11 (Annex ‘B’) which was presented by the Finance Manager. It was noted that ‘Temporary Staff’ currently included the Technical Officer’s salary, but that this would be moved to the permanent staff budget, subject to the decision made under Staff Issues (Agenda Item 18 iii). Members debated which New Budget Proposals should be considered for 2010/11, noting the constraints necessary due to the current economic climate. These were ranked in priority order.

RESOLVED:
1) That the proposals in Annex ‘B’ Appendix B be approved for further consideration as part of the Council’s overall budget;

2) That the proposals in Appendix B be ranked in order of priority as shown;

and

3) That the initial draft base budget for 2010/11 in Appendix C be approved for final consideration at the next meeting.

F/4490 First Draft Council Budget 2010/2011

The Finance Officer presented the first draft Council budget and precept proposals for 2010/11 (Annex ‘C’).

Members considered the proposed new bids for the Recreation, Leisure & Open Spaces and Planning, Town & Environment Committees.

The Town Clerk suggested that the Planning Committee might reconsider the bid for Speed Indicator Devices, in the light of the cost in the current climate and likely benefit.

Cllr Clarke agreed that the issue along Eastfield Lane was volume of traffic at peak times, not speed, and that the Committee would reconsider it at their next Meeting.

The Chairman requested that, whilst prioritising their new bids, all Committees should only include essential items for 2010/11. The Chairman was of the opinion that expenditure should be restricted as far as possible in order to minimize any increase in Council Tax for 2010/11.

RESOLVED:
1) That the provisional base budget for the Recreation, Leisure & Open Spaces and Planning, Town & Environment Committees, as set out in Annex ‘C’ Appendix A, be noted;

2) That the proposed new bids for the Recreation, Leisure & Open Spaces and the Planning, Town & Environment Committees, as set out in Annex ‘C’ Appendix B, be noted;

3) That the above Committees reconsider and prioritise new bids in the light of discussions at this Meeting as detailed above;

4) That the Committee’s own provisional base budget, as set out in Annex ‘B’ Appendix C, be noted;

and

5) That the provisional priority proposals determined at this meeting in Annex ‘B’ Appendix B be noted.

F/4491 Sponsorship

Members considered Recommendation OS/5107 of the Recreation, Leisure & Open Spaces Committee held on 4 November:

1) That the application for Grant Aid for sponsorship of trophies for the Ringwood & Avon Valley League be supported;

2) That, as sponsor, the Town crest be included on the trophies

RESOLVED: That the above Recommendation be noted and considered under the next Agenda Item: Grant Aid

F/4492 Grant Aid

F/4492 – GRANT AID Cllr Clarke declared a personal and prejudicial interest in 1) Forest Forge Theatre, as he is a trustee; he made a statement and left the room whilst this item was discussed, taking no part in the debate or decision made.

F/4492 – GRANT AID Cllr Heron declared a personal and prejudicial interest in 2) and 3) Ringwood Junior School, as his children attend the School; he made a statement and left the room whilst the item was discussed, taking no part in the debate or decision made. Cllr Rippon-Swaine took the Chair.

Members considered the following applications for Grant Aid:

1) Forest Forge Theatre

2) Ringwood Junior School

3) Ringwood and Avon Valley League

4) Ringwood Rotary Club

5) Mr Roger Coleman MBE (for publication of a book paying tribute to 7th Battalion (Territorial Force) The Hampshire Regiment Roll of Honour 1914-1919)

RESOLVED:
1) That, under Section 137 of the Local Government Act 1972, a grant of £700 be awarded to Forest Forge Theatre, which was commended for the benefits it brought to young people in the Town;

2) That no grant be made to Ringwood Junior School for rugby kit;

3) That, under Section 137 of the Local Government Act 1972, a grant of £200 be awarded to Ringwood and Avon Valley League, for the purchase of trophies, subject to them obtaining match funding of £200, and the Ringwood Town crest being included on the trophies;

4) That, under Section 137 of the Local Government Act 1972, a grant of £150 be awarded to the Rotary Club for the Ringwood Christmas Eve Carol Service;

and

5) That no grant be made to Mr Roger Coleman MBE.

F/4493 Ringwood Festival

Members considered the minutes of the meeting of the Ringwood Festival Steering Committee attached as Annex ‘D’.

RESOLVED: That the minutes of the Ringwood Festival Steering Committee held on 2nd November 2009, and the proposals therein, be approved.

F/4494 New Forest District Council Preparation Of Sites And Development Management Development Plan Document

Members considered the Recommendation (P/4711 – 6.11.09) of the Planning, Town & Environment Committee regarding which sites within the Town to put forward as suitable housing and employment land for possible inclusion in the above (Annex ‘E’)

RESOLVED: That the Recommendation (P/4711 – 6.11.09) of the Planning, Town & Environment Committee that the following sites be put forward to New Forest District Council for consideration for inclusion in the Sites and Development Management DPD be supported:

For mixed housing and employment use:

i) The former Wellworthy site off Christchurch Road

ii) Land west of Crow Lane between the disused railway line and Crow Arch Lane

iii) Land west of Crow Lane between the disused railway line and Hightown Gardens

For housing:

i) Land to the rear of 88-98 Christchurch Road, subject to flood risk assessment

ii) Land at the rear of properties in Christchurch Road and lying between those properties and the sewage works off Hampshire Hatches Lane

iii) New Forest District Council depot site in Christchurch Road

For employment:

i) Land south of A31 and west of Nouale Lane

F/4495 Hampshire Fire And Rescue Service Plan 2010-13

Members considered a response to the public consultation (Annex ‘F’)

RESOLVED: That the Town Clerk be authorised to respond positively to all points in the Hampshire Fire and Rescue Service Plan questionnaire.

F/4496 Appeal Panel

The Committee considered appointment of Members to an Appeal Panel in the event of an appeal under the Freedom of Information Act.

RESOLVED: That the Chairman and Vice-Chairman of this Committee and Deputy Mayor be appointed to the Appeal Panel

F/4497 Ringwood Loyalty Card

Further to information provided by Mr Stride at the previous Meeting during the Public Participation Session, Members considered whether to offer formal support for the Ringwood Loyalty Card, which is to replace the Ringwood Loyalty Discount Scheme in January 2010.

RESOLVED: That the plans for the Ringwood Loyalty Card be commended.

F/4498 National Association Of Local Councils

New Forest District Council’s survey on accessibility of services was aimed at individuals and Members were invited to complete this in their personal capacity. However, there were two general issues within the questionnaire on which the Committee was invited to respond as representatives of Ringwood residents.

RESOLVED:

1) That a response be made to Q2) telephone contact, on which the Council has previously made representations, that improvements should be made to the telephone answering system;

and

2) That a response to Q16) which suggests information can be delivered by post offices and supermarkets be made that Town and Parish Councils should be given the opportunity to act as information points before this is offered to post offices and supermarkets.

F/499 Member Training On Core Strategy

The Committee considered whether to authorise payment of expenses for Members attending training provided by New Forest District Council on the Core Strategy.

RESOLVED: That payment of reasonable travel expenses for Members attending training provided by New Forest District Council on the Core Strategy be approved.

F/4500 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 'G' attached).

F/4501 Letting of First Floor Offices

The Town Clerk reported on negotiations with a potential tenant.

RESOLVED: That the First Floor Offices be let to the proposed tenant at the agreed rent, for a term of five years, with a rent review after three years.

F/4502 Staff Issues

The Town Clerk left the room whilst the ‘Grading arrangements of Town Clerk’ was discussed.

Members considered:

i) Replacement of Technical Officer

ii) Groundsmen - incremental scale (Confidential Annex ‘H’)

iii) Grading arrangements of Town Clerk (Confidential Annex ‘I’)
Members agreed that the Technical Officer post was essential and more cost effective than employing consultants.

Cllr B Terry commented on the high quality of work provided by the Town Clerk, and the Deputy Town Clerk, and that the proposed grading arrangements were appropriate.

RESOLVED:
1) That the Technical Officer post be made permanent and the salary for one day per week be included in the base budget for 2010/11;

2) That the revised salary range for the groundsmen be approved from 1 April 2010;

and

3) That the Town Clerk’s salary scale reverts to its original scale with effect from 1st October 2009

There being no further business, the Chairman closed the meeting at 8.57pm.