Open Session:

There were four 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
Claire Perrens, Meetings Administrator

OS/5117 Apologies

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

OS/5118 Declarations of Interest

The Chairman, Cllr Terry, declared a personal and prejudicial interest in Ringwood Bowls Club, OS/5129, as he is a member of the Club. Cllr Terry left the room and took no part in the discussion or decision made.

Cllr Chard declared a personal interest in OS/5128 Ringwood Town Football Club due to his connections with Bisterne Football Club.

Cllr Wiseman declared a personal and prejudicial interest in OS/5128 Ringwood Town Football Club as she lives close by. Cllr Wiseman made a statement, answered questions and left the room, taking no part in the discussion or decision made.

OS/5119 Minutes of Previous Meetings

RESOLVED: That the minutes of the meeting held on 1st July 2009, having been circulated, be approved and signed as a correct record.

OS/5120 Folly Farm

Members considered draft terms for the lease of land at Folly Farm to the Sheiling Trust to enable publication of a notice of intention to dispose. Cllr Ford queried whether the draft lease made it clear if the land at Folly Farm would be available for continued public access. Cllr Chambers suggested that the Trust should be entitled to erect temporary buildings without requesting permission, provided it was for no more than 30 days. The lease was to be amended to reflect these points. The period of the lease was set at 25 years, with break clauses as specified.

RECOMMENDED:
1) That the draft terms for lease of land to the Sheiling Trust, as attached at Annex ‘A’, be approved for public consultation in accordance with legislation relating to disposal of public open space;

and

2) That a final decision on the possible disposal on lease to the Sheiling Trust be made after consideration of any representations made during the period of public consultation.

OS/5121 Geocaching

Following successful use of land at Poulner Lakes by Geocaching Association of Great Britain (OS/5107- 01.07.09 refers), a request had been made to use any open space owned by the Town Council. Members agreed that this was not a good idea as there would be concerns about some areas, particularly where children play.

RESOLVED: That the Town Clerk, in consultation with the Chairman and Vice-Chairman of the Committee, be authorised to allow Geocaching on land in the Town Council’s ownership subject to care being taken to ensure that this activity does not take place in designated play areas.

OS/5122 Pavilion at Carvers

Members considered a request for continued use of the Pavilion in association with tennis coaching during the winter. The summer coaching programme had been very successful. The Pavilion would not be available whilst renovations were carried out.

RESOLVED: That the arrangement for the tennis coach to continue with evening coaching sessions on Tuesdays between 5 and 6pm and Fridays between 5 and 7pm be agreed and that the Pavilion be made available to the coach on the same terms as its use in the summer holidays, subject to no uses being allowed during the period of improvement works which are due to start during September.

OS/5123 Sponsorship

Members considered sponsorship of the new Ringwood and Avon Valley League, which will provide sporting opportunities for local school children and is being organised by a new Community Outreach Officer based at Ringwood Junior School. The aim was to encourage sporting competition between schools. There were no details as to the level of support required and whether other local councils would be contributing.

RESOLVED: That the proposal by the Community Outreach Worker be supported, but that a final decision be deferred pending receipt of further information about the schools involved and the total cost of sponsorship.

OS/5124 Allotments

The Chairman had visited and noted great improvements in the standard of allotment maintenance, especially at Upper Kingston. There had been favourable comments from Ringwood Gardening Club.

The Town Clerk reported that most people are pleased with the relocation of the locking mechanism on the gate at Long Lane, although one individual felt it was now too high.

Photographs were circulated of a small number of plots which were not being utilized properly. In some cases these were double size and could be reduced to more manageable single plots, thus allowing a new plot to become available. Plots were inspected regularly throughout the year, so that if people were away on holiday, they were not penalized unfairly. The Town Clerk welcomed the fact that some tenants were taking the trouble to inform the Town Council of circumstances which temporarily affected their ability to maintain their plots.

RESOLVED:
1) That the Committee noted with pleasure that the general standard of maintenance at the allotments had improved;

2) That, as most allotment holders at Upper Kingston who had expressed an opinion favoured the lock in the new position, no further changes be made to the lock at Upper Kingston;

and

3) That the action taken by the Town Clerk with respect to the termination of tenancies of allotments that were not being properly cultivated be supported.

OS/5125 Cemetery Extension

Members noted that planning consent, with conditions, had been given for the cemetery extension. Despite representations made by Cllr Brian Terry to the District Council Planning Control Committee, a condition had been made for a landscaping scheme to be provided. There were other conditions relating to control of burials in relation to water sources and to ensure access would be through the existing cemetery. Arrangements were in hand for letting the contract for works and for the diversion of drains to the septic tank.

RESOLVED:
1) That the conditions included on the Planning Consent of the Cemetery Extension be noted;

and

2) That Neil Mitchell, an Officer of the District Council, be appointed as the Construction, Design and Management (CDM) Co-ordinator for the works.

OS/5126 Informal Access from Victoria Gardens to Hightown Road

The Town Clerk informed Members of the closure of an informal access from Victoria Gardens to Hightown Road. The County Council had erected a fence but people were finding ways around it in order to take their children to school, and this was unsafe. Cllr Chambers commented that this was a longstanding problem. Cllr Chard remembered that there had been a pathway in the past. All members agreed that a solution to allow for future access was necessary to ensure public safety.

RESOLVED:
1) That action taken to date with respect to the closure of the access onto Hightown Road from Victoria Gardens be noted;

2) That the general principle of providing an alternative access from Victoria Gardens onto Hightown Road be supported in any meetings with the County and District Councils;

and

3) That County and District Councils be requested to consider the provision of a pedestrian crossing at the point where egress onto Hightown Road from Victoria Gardens is formed.

OS/5127 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/5128 Ringwood Town Football Club

Cllr Chard declared a personal interest in OS/5128 Ringwood Town Football Club due to his connections with Bisterne Football Club.

Cllr Wiseman declared a personal and prejudicial interest in OS/5128 Ringwood Town Football Club as she lives close by. Cllr Wiseman made a statement, answered questions and left the room, taking no part in the discussion or decision made.

Three members of the Football Club who had attended the Meeting were asked to remain in the room for this item.

Cllr Wiseman made a statement, answered questions and left the room, taking no part in the discussion or decision made.

Three members of the Football Club who had attended the Meeting were asked to remain in the room for this item.

Cllr Wiseman made a statement in which she expressed concerns about providing financial support for the Football Club. She considered that the Club should support itself, was dominated by males and only benefited a limited number of people. She felt the Ash Grove play area should be given priority. Mr Steve Simpson, on behalf of the Football Club, responded that they are trying to encourage more girls to take up football and later confirmed that there are in fact sixteen junior teams. The Club had been working hard to raise funds, and had in fact recently raised £3,000 in Poulner, which would be used for repairing the roof of the Clubhouse.

Cllr Wiseman left the meeting.

The Chairman, Cllr Chard and Cllr Urwin, as members of the Football Club Working Group, congratulated the Club on its hard work and excellent progress to date. The Town Clerk commented that until the Clubhouse was brought up to standard, it would be difficult for the Club to raise funds through events. A historic lack of support for sports in Ringwood meant that there was a great deal of ground to be made up to provide facilities such as those enjoyed in New Milton or Lymington.

Mr S Simpson requested £9,000 to pay for the electrical upgrading in the Clubhouse. The Chairman proposed a part grant part loan provision of funding to help the Football Club. Mr Simpson expressed the great appreciation felt by the Football Club for the support of the Town Council.

RECOMMENDED TO POLICY & FINANCE COMMITTEE:

1) That Ringwood Town Football be offered a grant of £6,000 and a loan of £3,000 repayable over five years towards the cost of electrical upgrading and the provision of suspended ceiling in the main Clubhouse;

and

2) That the excess costs over the budget provision be met from the Town Council’s reserves.

Cllr Wiseman returned. The Chairman, Cllr Terry, declared a personal and prejudicial interest in Ringwood Bowls Club, OS/5129, as he is a member of the Club. Cllr Terry left the room and took no part in the discussion or decision made.

Cllr Chard, Vice-Chairman, took the Chair.

OS/5129 Ringwood Bowls Club

Members considered arrangements for a rent review, which is being undertaken in accordance with terms of the lease.

RESOLVED: That, notwithstanding the provisions of the lease and in view of the current economic situation, negotiations with the Bowls Club be based on a flexible approach which could provide smaller increases over the full period of the next five year period instead of one significant increase in the first year.

Cllr Terry returned and took the Chair.

OS/5130 Recreation Facilities

The Town Clerk reported on his discussions with Martin Devine, the Head of Communities and Employment at New Forest District Council. The discussions included Disabled Access at Carvers, Danny Cracknell Pocket Park, Poulner Baptist Chapel, Festival, Local growing food scheme, Youth Outreach Worker, and Ringwood Town Football Club.

RESOLVED: That the report be noted.

There being no further business, the Chairman closed the meeting at 8.30pm.