Open Session:

There were five members of the public present (see attached).

Present:

Cllr B H Terry (Chairman)
Cllr N J Chard (Vice-Chairman)
Cllr D R Cole
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

OS/5086 Apologies

The Town Clerk reported that apologies for absence had been received from Cllr Chambers, Cllr Ford and Jessica Osborne-Lax, Student Advisor.

OS/5087 Declarations of Interest

Cllr O’Reilly declared a personal and prejudicial interest in OS/5094 Strides Lane, as she lives close by. Cllr O’Reilly left the room and took no part in the debate or decision made.

Cllr Wiseman declared a personal and prejudicial interest in OS/5096 Sports Coaching at Long Lane, as she lives close by. Cllr Wiseman left the room and took no part in the debate or decision.

OS/5088 Minutes of Previous Meeting

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

OS/5089 War Memorial Gardens

A resident had raised the issue of people climbing over the wall at the War Memorial Gardens instead of walking down to the entrance gate, and causing damage to the top of the wall. To address this problem, members considered whether an additional gate should be installed on the western corner of the Memorial Gardens with access through the hedge on the western edge of the gardens from the footpath linking Christchurch Road with The Close. The Town Clerk felt that this would be a very costly option, as a gate would need to meet health & safety and road safety requirements, and especially as there is already a gate nearby. Maisie Jenkinson, Student Advisor, said she was not convinced that the existence of a gate would deter people from climbing the wall. The Clerk had spoken to the Head Teacher, but the School have no funds available to contribute. Members agreed that initially the School should be asked to try to discourage students from climbing the wall to see if this addresses the problem.

RESOLVED: That the Town Clerk approach the Head Teacher of Ringwood School to ask her to discourage students from climbing the wall into the War Memorial Gardens, instead of using the gate.

OS/5090 Folly Farm

Members received a verbal report from Cllr Chard and the Town Clerk, following a meeting with representatives of the Lantern Community and St Leonards & St Ives Parish Council regarding land at Folly Farm. Cllr Chard said that general agreement had been reached previously that the Lantern Community may maintain the land at Folly Farm, which will save the Town Council from having day to day involvement.

The Town Clerk added that the representatives from St Leonards & St Ives appeared to want some control of the terms of the proposed lease agreement, limiting it to seven years in case of future development potential, and had requested a Business Plan from the Lantern Community. The Town Clerk felt that this was an unnecessary waste of resources as the Community have already provided satisfactory plans and Members have resolved to support the initiative. He felt that it is vital this land remains Open Space to protect it for future generations and that to achieve this, the terms of lease should be 15 to 20 years, with suitable ‘break’ clauses to allow for changes of circumstances of the Lantern Community.

RESOLVED:
1) That the proposal for a lease term of between 15 to 20 years, with ‘break’ clauses, be supported;

2) That the Town Clerk be authorised to proceed on arrangements for the land at Folly Farm, along these lines.

OS/5091 Upper Kingston Allotments

Members considered two requests from allotment holders for a new fence to discourage use of a shortcut between the football pitches and the allotment and to improve security. A quotation for the works had been obtained:- £245 to install two 15m stretches of driven post and barbed wire fencing. The fencing in question is adjacent to the Ten Acre Field and the Football Pitches. A member of the public, who holds Allotment Plot 46a, complained that the fence near his allotment is also being broken into. The Town Clerk commented that there is no provision in the budget to undertake major fencing work. The Chairman proposed that the whole issue of fencing should be looked into, a further site visit be carried out and recommendations be brought back to a future Committee Meeting. The allotment plot holders present asked that they be informed of the date of any site visit.

RESOLVED:
1) That a site visit to inspect the fencing be held at Upper Kingston Allotments;

2) That all plot holders be informed by notice on the site of the date and time of the inspection;

and

3) That further quotations be obtained for fencing as required.

OS/5092 Security at Cemetery

The Town Clerk reported that he understood the District Council in Ringwood had also suffered a break in and similar grounds maintenance equipment was stolen. Around £5,000-£6,000 worth of equipment was stolen from the Cemetery. The Council is currently negotiating with the insurer. The thieves probably forced open the locked gates of the cemetery with a vehicle. The gates should not be open after 7pm on weekdays; if anyone notices the gates are unlocked, the Police should be advised.

The Town Clerk had investigated and explained a number of possible methods to improve security at the Cemetery. The most cost effective option, subject to approval of the District Council Planning Department, would be to replace the main garage with a secure container. This could be painted green and screened.

RESOLVED:
1) That the possibility of a secure container to replace the main garage be explored;

and

2) That costs be obtained for additional reinforcements to the office and second garage.

OS/5093 Ringwood School

Members considered a request for temporary use of part of Carvers Recreation Ground for a site office for proposed building works at Ringwood School. The Town Clerk reported that the School has requested use of an area of land near the hard tennis courts from 8th June 2009 until the first week of September. The Town Clerk proposed that a proviso of permission would be that the land is reinstated and that no access across the park is allowed after the initial set up of the site office. It was noted that the junior football club have requested use of the Ground and that the ground should be made suitable for them to use in the autumn.

RESOLVED: That permission be given to Ringwood School for temporary use of a small area of land close to the hard tennis courts at Carvers Recreation Ground for site offices between 8th June and 7th September 2009, subject to good ground condition; there being no access allowed for building works disposal; and subject to the School providing for the reinstatement of the land used

OS/5094 13 Strides Lane

Cllr O’Reilly declared a personal and prejudicial interest in OS/5094 Strides Lane, as she lives close by. Cllr O’Reilly heard the Town Clerk’s report, made a statement and answered questions, before leaving the room and taking no part in the debate or decision made.

The Town Clerk reported that further enquiries into ownership of the triangle of land to the rear of 13 Strides Lane had been inconclusive. The District Council do not own it, and there has been no response from the County Council. It appears the land is not owned by anyone officially, but that both the resident of 13 Strides Lane and Cllr O’Reilly have an interest in enclosing the land, which is adjacent to their properties. Members agreed that ideally the land should remain Open Space, as it has been for many years.

RESOLVED: That investigations be made into bringing the unclaimed triangle of land near 13 Strides Lane into public ownership and that it be retained as Open Space.

OS/5095 Fees Charges for Cricket at Carvers

Members considered reduction of fees charged for cricket at Carvers Recreation Ground by 20%, whilst reduced changing facilities are available. It was noted that it is only the showers that are not available; toilets and changing facilities remain in use.

RESOLVED: That fees for cricket at Carvers Recreation Ground be reduced by 20% whilst the showers are not available.

OS/5096 Sports Coaching at Long Lane

Members considered a request that a new business ‘In 2 Sports Coaching’ be given permission to operate at the Long Lane premises leased to Ringwood Town Football Club. The Football Club Committee supports the proposal.

Cllr Wiseman declared a personal and prejudicial interest in OS/5096 Sports Coaching at Long Lane, as she lives close by. Cllr Wiseman heard the comments made by a member of the public, Mr Pete Alvis, who wished to speak on this item. He is one of the instigators of In 2 Sports Coaching. After posing some questions, Cllr Wiseman left the room and took no further part in the debate or decision.

Mr Alvis said that the purpose of In 2 Sports Coaching is to provide sports coaching in Ringwood for youngsters at a reasonable cost. Many parents are sending their children to Littledown in Bournemouth which is expensive. If there is enough demand, it is hoped the After-School Coaching would take place between 4pm-6.30pm during term time, and from 10am-4pm during half term. Sports could include cricket and athletics as well as football. It is not expected that floodlights would be necessary, and this is in any case controlled by the terms of the lease to the Football Club.

Mr Alvis wished Members to consider the proposal in principle, so that if favourable, he could then spend time preparing a business plan with further details.

Cllr Urwin expressed enthusiastic support for the venture and all Members were in agreement.

RESOLVED:
1) That the use of the Football Club facilities for In 2 Sports Coaching be approved in principle;

and

2) That the Town Clerk be authorised to liaise with Mr Alvis regarding details and in particular any potential use of floodlights.

There being no further business, the Chairman closed the meeting at 8.05pm.

RECEIVED & ADOPTED
27th May 2009

TOWN MAYOR         COMMITTEE CHAIRMAN