Open Session:

There were no 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 G J O’Reilly
Cllr M J Urwin
Cllr A C Wiseman

In Attendance:

Terry Simpson, Town Clerk
Claire Perrens, Meetings Administrator
Maisie Jenkinson, Student Advisor
Vicky Leung, Student Advisor
Martin Townsend, Finance Manager

OS/5141 Apologies

There were no apologies for absence.

OS/5142 Declarations of Interest

Cllr Chambers declared a personal and prejudicial interest in OS/5146
Open Space Off Swanmead/Wren Close as he lives in Wren Close. Cllr Chambers left the room, taking no part in the debate or decision made.

OS/5143 Minutes of Previous Meetings

RESOLVED: That the minutes of the meeting held on 7th October 2009, having been circulated, be approved and signed as a correct record.

OS/5144 Committee Budget 2010/2011

The Finance Manager presented the first draft of the Committee’s budget for 2010/11 (Annex ‘A’ attached). The funds from Developers’ contributions for revenue purposes had been annualised to cover the ongoing costs of maintenance of certain open spaces (Appendix C page 5).

Members noted that this fund would soon run out. Developers’ contributions earmarked for capital projects were held by the District Council, and released once a suitable scheme was approved.

The Finance Manager pointed out that business rates would increase, due to the end of the transitional phasing in of the new rates (Appendix C page 6). The review of fees and charges was normally done after Christmas, but he also suggested it would be more appropriate to consider this along with the budget at the next meeting instead.

Cllr Wiseman queried the inclusion of hedge cutting equipment (Appendix C page 9, 16) as she believed it to be expensive to maintain and operate. The Town Clerk said that this item was included as a possibility for future if the Town acquired much more land for playing fields. The hedge trimming would continue to be contracted out, whilst this was the most cost efficient option.

Members considered the new Budget proposals in Appendix B. The Chairman asked Members to prioritise Item Numbers 1, 3, 5, 7, 8, 9 and 10 for the next meeting, as the other items were for future years. Item 2 could be reduced to £1,000, as Members did not wish to repair and retain that part of the wall between the old Cemetery and that part of the new extension to be brought into immediate use.

RESOLVED:
1) That the new budget proposals for 2010/11 be noted;

and

2) That Members consider how to prioritise Item Numbers 1, 2, 3, 5, 7, 8, 9 and 10 for the next meeting.

The Finance Manager left the Meeting at 7.55pm.

OS/5155 Cemetery Wall

Members considered the cost of repairs to the old wall between the Cemetery and the site of the new extension. It would be beneficial to integrate the old and the new parts of the Cemetery by removal of part of the wall, in order to create more space.

RESOLVED: That the old and new parts of the Cemetery be integrated by removal of that part of the wall next to the part of the Cemetery extension that is being brought into immediate use.

OS/5146 Open Space Off Swanmead/Wren Close

Cllr Chambers declared a personal and prejudicial interest in OS/5146
Open Space Off Swanmead/Wren Close as he lives in Wren Close. Cllr Chambers left the room, taking no part in the debate or decision made.

Members considered requests from some residents at Swanmead / Wren Close for reduction of the height of trees adjacent to their properties. The Town Clerk had obtained the advice of a professional arboriculturalist. There were no safety issues with any of the trees in question, nor were they oversized. There were a few smaller trees along the border with the properties in question which could potentially be thinned out. However, there was no justification for this to be done at the Town Council’s expense.

RESOLVED: That, when requests are received, residents be informed that the trees identified by the arboriculturalist as suitable to be thinned could be removed, but this would need to be undertaken by the Town Council at residents’ expense.

OS/5147 Sponsorship

At the Meeting on 2nd September, Members had considered sponsorship of the new Ringwood & Avon Valley League, which would provide sporting opportunities for local school children. The League would be organised by a new Community Outreach Officer based at Ringwood Junior School, with the aim of encouraging sporting competition between local schools.

The Town Clerk reported that details had now been obtained that £400 was requested for sponsorship of trophies for each age group involved in the League. An application was now being made for the Grant Aid.

RECOMMENDED TO POLICY & FINANCE COMMITTEE:
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.

OS/5148 Donation of Trees From Ringwood School

Thanks to Ringwood School for highlighting the scheme, the Town Clerk reported that four fruit trees would be planted on the Castleman Trail (County Council land) and six along its embankment on the Town Council’s land. Catch 22 group would do the planting.

RESOLVED: That the donation of fruit trees for Castleman Trail be noted.

OS/5149 Benches At The War Memorial Gardens

The Royal British Legion had offered funds for two benches for the Town War Memorial Gardens. As there were a number of existing benches in fair condition, and to avoid a mixture of styles, the Town Clerk had suggested that these be renovated instead. The Royal British Legion had agreed to this, subject to sight of estimated costs, which could include the cost of plaques. The Chairman recommended a local business which could provide the plaques at a good price.

RESOLVED: That the offer from the Royal British Legion to refurbish seats in the War Memorial Gardens be accepted with thanks, subject to agreement of costs.

OS/5150 Joint Litter Working Group

The Town Mayor, Cllr Mrs Ford, was the Town Council’s representative on the Joint Litter Working Group. The New Forest National Park authority would like to extend the ‘Spring Clean’ voluntary litter picking on the Forest to different times of the year. It was proposed that an autumn clean up be organized and local organisations were being asked to suggest locations and identify volunteers. She felt that the Smugglers Road car park or Picket Post should be considered. Cllr Wiseman commented that in her experience, litter was only really a problem around the car park in the Smugglers Road area.

The Town Clerk commented that there were some local groups already involved in the litter clean (for example at Bisterne). He added that the Town Council did not have the capacity to actually organize the autumn clean up, but would help to promote it for the National Park Authority via the website and noticeboards.

RESOLVED:
1) That the National Park Authority’s proposals for an autumn clean up be supported but that no operational involvement be offered;

2) That the project be publicised via the Town Council website and noticeboards;

and

3) That the Smugglers Road car park be proposed as a site.

OS/5151 Lawn Cemetery

Members considered the Town Clerk’s Report regarding a proposed amendment to the Cemetery Regulations to allow for small memorial tablets to be added to existing graves (attached Annex ‘B’).

RESOLVED: That the Cemetery Regulations be amended in accordance with paragraph 5 of Annex ‘B’ attached.

There being no further business, the Chairman closed the meeting at 8.25pm.