Open Session:

There were two members of the public present.

Present:

Cllr B H Terry (Chairman)
Cllr N J Chard (Vice-Chairman)
Cllr P Chambers
Cllr D R Cole
Cllr L C Ford
Cllr M J Urwin
Cllr A C Wiseman

In Attendance:

Terry Simpson, Town Clerk
Richard Eldred, Technical Officer
Claire Perrens, Meetings Administrator
Maisie Jenkinson, Student Advisor

OS/5104 Apologies

The Town Clerk reported that apologies for absence had been received from Cllr O’Reilly. .

OS/5105 Declarations of Interest

Cllr Wiseman declared a personal and prejudicial interest in OS/5114 Ringwood Town Football Club, as she lives close by. Cllr Wiseman made a statement and then left the room, taking no part in the debate or decision made.

OS/5106 Minutes of Previous Meetings

RESOLVED: That the minutes of the meeting held on 3rd June 2009, having been circulated, be approved and signed as a correct record

OS/5107 Geocaching

Members considered a request from Nigel Hurll for land at Poulner Lakes to be used as a location for a cache for use by Geocaching Association of Great Britain. Mr Hurll was present to make a statement. He explained that Geocaching was a sport which had been going for ten years. It was a sort of electronic treasure hunt, in which participants searched for ‘caches’, usually plastic boxes containing no-value items which could be swapped or left when found.

Most geocachers used a handheld GPS receiver as locations were indicated by geographical co-ordinates. There were around 800,000 caches around the world. The purpose was to encourage people to visit places they might not normally go and it was popular with families. There were national guidelines laid down by Geocaching Association of Great Britain; these guidelines required caches to be placed in locations so that there was no digging or disturbance of the natural environment.

In this area, there were already caches and agreements in place with Hampshire County Council and the New Forest National Park. Members discussed the idea further and concluded that this would be a good way to encourage people to use the land at Poulner Lakes.

RESOLVED:
1. That the request for land at Poulner Lakes to be used as a location for a cache for use by Geocaching Association of Great Britain be approved;

2. That the agreement be based on that held with Hampshire County Council;

and

3. That the neighbouring fishing club at Poulner Lakes be informed as a courtesy.

OS/5108 Castleman Trail

The Town Clerk reported on discussions with Hampshire County Council regarding access from Castleman Trail to the Town Council’s adjacent land and the Bickerley Millstream. The area is a protected Site of Special Scientific Interest. Progress is being made, working with English Nature, and it is likely that limited access will be allowed (to avoid disturbing wildlife at sensitive times of the year). The Council is seeking grant aid for interpretation boards. The area will then be opened up for residents and visitors to enjoy, and the Council also own fishing rights on the Millstream.

RESOLVED: That the Town Clerk’s report be noted and the action being taken be approved.

OS/5109 Southampton Road Allotments

Members considered responses received from allotment holders with regard to locking the gate and whether to enforce existing rules or other action to be taken as a result of non compliance with rules. The allotment holders at Southampton Road have shown a preference that the gate should be not be relocked on entering, but closed, and then locked only when that person leaves. The Town Clerk proposed that if this is allowed, it may lead to problems of illegal access and fly-tipping, which could be expensive to rectify. If this were to occur, it should be made clear that the costs would have to be met by the allotment holders.

Cllr Wiseman was concerned that the gate may be difficult to lock, as she has had problems with the one at Long Lane Allotments, particularly for the elderly.

RESOLVED:
1. That, for a temporary period of three months, the regulation be amended at the Southampton Road Allotments to the effect that the gate must be closed at all times and locked on leaving the site only, and the position be reviewed at the end of that period;

2. That it be made clear to allotment holders that any costs incurred as a result of the reduced security of the site would be the responsibility of the allotment holders;

and

3. That a review of the locks at both allotments be undertaken to see if they can be made more user-friendly.

OS/5110 Sponsorship of Planters

Members considered a request from a business outside the Town to sponsor some of the planters. Most planters are sponsored by the Town Council and Ringwood Carnival, but there are a few available. The sponsor’s logo is displayed on the planter.

RESOLVED: That as it is preferable for sponsorship to be obtained from local businesses and to promote such businesses, the request be refused.

OS/5111 Payment for Use of Facilities at Long Lane

There had been a problem with a sports club which was six weeks in arrears of its fees and had not returned its key when requested. To avoid costs associated with staff pursuing unpaid invoices, Members considered whether such clubs should be required to provide pre-payment in full at the beginning of the season.

RESOLVED: That any sports clubs using facilities at Long Lane which do not pay fees on time or return their key when requested be required to provide pre-payment in full at the beginning of the season.

OS/5112 Allotments at Long Lane

Members considered the request by allotment holders for additional taps. The Technical Officer reported that the groundstaff had located the water main which was a 20mm pipe, and already had six taps. It was considered the pressure is too low to sustain more taps. Improvement of the water supply would require considerable investment.

RESOLVED: That allotment holders requesting additional taps be advised that the low water pressure would be exacerbated by installing further taps.

OS/5113 Cricket Pavilion at Carvers

Members considered a request for the use of the Pavilion at Carvers Recreation Ground for the purpose of tennis coaching on the hard courts. The applicant wished to offer a four week course every Saturday morning, during the school holidays. Bookings are handled by the Recreation Centre. The Pavilion would be used in case of rain, and for the toilet facilities. As this is a commercial venture, a further charge should be made for use of the Pavilion.

RESOLVED:
1. That the request for use of the Pavilion for tennis coaching by the applicant be approved;

and

2. That the Town Clerk negotiate a fee and conditions for use of the Pavilion by tennis coaching participants.

OS/5114 Ringwood Town Football Club

Cllr Wiseman declared a personal and prejudicial interest in OS/5114 Ringwood Town Football Club, as she lives close by. Cllr Wiseman made a statement and then left the room, taking no part in the debate or decision made.

The Chairman reported on the Football Club Working Party’s meeting at the Football Club, where improvements to the showers and dressing rooms are in hand. The financial management of the Club is greatly improving. A budget and accounts will be provided.

Cllr Wiseman was concerned that the Club’s development plan appeared to expect large grants from the Town Council. She was worried about social events affecting residents in the area as the building is not sound-proof. She also expressed concern about the proposal for more floodlights which might be visible from her own property.

Members commented upon the development plan (attached as Annex ‘A’) which would then be discussed with the Football Club by the Football Club Working Party.

Cllr Chard felt the development plan was commendable and a good statement of intent for future. Requests for new floodlights would need to be carefully considered.

The Town Clerk commented that the New Forest Rangers whose members are now fully involved in the management of the Club, have an excellent record for fundraising large amounts. Volunteers have been carrying out much of the work which is currently being undertaken. He stressed that if the Committee wished to encourage sports provision in this area of Ringwood, this sort of development must be fully supported.

RESOLVED:

1. That the Football Club Development Plan be noted;

and

2. That Members’ comments be brought to the attention of the Club by the Working Party.

OS/5115 EXCLUSION OF PUBLIC & 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 'B' attached).

OS/5116 Tenders for Works at the Pavilion

Members considered a report from the Technical Officer on tenders received for improvements to the Pavilion at Carvers Recreation Ground. Members considered the four tenders, all of which were in excess of the budgeted costs. A reduced price had been negotiated with the firm offering the lowest estimate, but a virement of additional funds would be needed.

RECOMMENDED: That the Policy & Finance Committee be asked to approve the virement of £3,000 from reserves for works at the Pavilion.

As it was Student Advisor Maisie Jenkinson’s last meeting this year, the Chairman thanked her for contribution and presented her with a Certificate of Attendance signed by the Town Mayor.

There being no further business, the Chairman closed the meeting at 8pm.

RECEIVED & ADOPTED
29th July 2009

TOWN MAYOR     COMMITTEE CHAIRMAN