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 (until 7.30pm)
Cllr N R G Clarke
Cllr L C Ford
Cllr B H Terry

In Attendance:

Terry Simpson, Town Clerk
Martin Townsend, Finance Manager
Claire Perrens, Meetings Administrator
Cllr Wiseman

F/4574 Apologies

The Town Clerk reported that apologies for absence had been received from Cllr Woodifield, Cllr Urwin, Simon Hookins, Student Advisor and Cassie Ware, Student Advisor.

F/4575 Declarations of Interest

There were none.

F/4576 Minutes of the Last Meeting

RESOLVED: That the minutes of the meeting held on 21st April 2010, including the amendment to Minute F/4566 Grant Aid proposed at the Full Council Meeting on 28th April (Minute C/5026 refers) having been circulated, be approved and signed by the Chairman as a correct record.

It was agreed to bring forward Item 12 of the Agenda Postal Addresses in Poulner, so that Cllr Chard could comment as he needed to then leave the meeting.

F/4577 Postal Addresses in Poulner

Members considered a request from New Forest District Council to support their proposal that Royal Mail include Poulner, North Poulner and Poulner Common in postal addresses, to mirror those held in the Electoral Register and Council Tax systems (Annex ‘A’ attached).

Cllr Chard commented with the benefit of his background of service in the postal service; he had concerns the changes would make it difficult for deliverers.

The Town Clerk questioned whether the proposal was an improvement. For example, it would not address the fact that Poulner School was not shown in the NFDC area designated as Poulner. The Chairman stated that although it appeared odd that Poulner was cut in half by the A31, in fact the area was established prior to the road being placed which was thought to be within the last thirty years. However the perception was now that Poulner was the area north of the A31 only. Cllr Clarke said the area to the south could more logically be part of Hightown.

RESOLVED:
1) That the proposal that Royal Mail include Poulner, North Poulner and Poulner Common in postal addresses, to mirror those held in the Electoral Register and Council Tax systems, be not supported;

2) That it be noted there is no need to include Poulner in postal address, provided the postcode is supplied;

3) That it be proposed that the area south of the A31 included as Poulner (as shown on map in Annex ‘A’) should not need to have Poulner in addresses, and that if anything this area should be referred to as in Hightown;

and

4) That it be suggested that Forest Corner should be identified as being in Hangersley.

Cllr Chard left the Meeting at 7.30pm.

F/4578 Monthly Financial Reports

Members considered the Monthly Financial Reports attached to these minutes as Annex ‘B’.

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/4579 Financial Systems’ Controls

Members considered the Finance Manager’s report on Risk Assessments of Financial Systems’ Controls
(Annex ‘C’).

RESOLVED: That the report on Risk Assessments of Financial Systems’ Controls be approved.
Cllrs Heron and Rippon-Swaine signed the Report.

F/4580 Review of the Effectiveness of the System of Internal Control

Members considered the Finance Manager’s report (Annex ‘D’ attached). It was noted that steps were being taken to ensure Financial Regulations and Standing Orders Relating to Contracts were updated. Cllr Rippon-Swaine questioned whether the insurance cover was value for money. The Finance Officer said that, after the tender process, the Town Council had agreed to use Aviva Insurance for three years, but would re-evaluate this after this time (June 2011).

RESOLVED:
1) That the report on Review of the Effectiveness of the System of Internal Control (Annex ‘D’) be noted;
2) That arrangements be made for the next review to be carried out before the June 2011 meeting of this Committee.

F/4581 Internal Audit 2009/10

Members considered the Internal Audit report for 2009/10 and noted that Appendix 1 detailed action to be taken with target deadlines, as a result of the audit (see Annex ‘E’ attached).

RESOLVED:
1) That the Internal Audit Report be received (Annex ‘E’);

and

2) That the timetable for implementation of recommendations be approved (Annex ‘E’ Appendix 1).

F/4582 Draft Final Accounts and Annual Return for the Year Ended 31 March 2010

Members considered the Finance Manager’s report (Annex ‘F’ attached).

Members noted there was no requirement to show fixed assets, although a fixed asset list was kept. Annex F Appendix 3 showed the estimate of fixed assets (£2,603,350 up to 31.03.10). As a Local Authority, there was no requirement for the Town Council to show depreciation, purchase value was book value for whole life of the asset.

RECOMMENDED:
1) That the actual income and expenditure accounts for 2009/10 and balance sheet as at 31 March 2010 as shown in Annex F Appendix 1 be approved;

2) That the new in-year transfers to provisions of £13,000 be approved;

3) That the balances at 31 March 2010 on the Health & Safety Audit provision, £4,250, and the DD Act provision, £818, be transferred to the General Reserve;

4) That the under spent budgets for the Danny Cracknell Pocket Park, £51,000, and the Carver’s playground slide, £10,000, be carried forward to 2010/11;

5) That the transfer from the General Reserve of £17,032 for 2009/10 be approved;

and

6) That the Annual Return for 2009/10, as shown in Appendix 3, be approved.

F/4583 Ringwood Festival

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

RESOLVED: That the minutes of the Ringwood Festival Steering Committee held on 10th May 2010, and the proposals therein, be approved.

F/4584 Safety of A338

The Town Mayor and the Mayor of Fordingbridge were calling for safety measures to be introduced on the A338 following a recent serious two-vehicle crash. Members were asked to consider what, if any, further measures could be taken by the Town Council.

The Town Mayor proposed the Town Council join the Mayor of Fordingbridge in calling for a reduction of the speed limit to 50mph on areas of the A338 which were currently 60mph.

The Chairman agreed this was a dangerous road, but he believed most accidents were due to extreme driver errors and they were also at different points – there was no one accident blackspot. In such cases, a speed limit would have made no difference. Cllr Clarke said that information he had seen suggested that driver error was the cause of the latest accident. The Chairman argued that as this was a trunk road, speed reduction would reduce the flow of traffic. The Town Clerk suggested that enforcement measures should be put in place to mitigate against such accidents. Cllr B Terry added that heavy traffic on the A338 acted to slow the road and regulate speed, in any case.

RESOLVED: That the Town Clerk inform the Mayor of Fordingbridge that the view of the Town Council is that the speed limit on the A338 is not the issue, but that the Town Council would join Fordingbridge in urging that better enforcement measures be introduced by the Police.

F/4585 Honorary Titles and Officers of Dignity

Members considered the Town Clerk’s report (Annex ‘H’). The Chairman was keen that this award should be sparingly given, and not just for holding a post, as appeared to be the case with some government appointments. However, he believed this now gave the Council a proper opportunity to honour those who have given long and distinguished service to the community and it should be used by the Council. It would be appropriate to ensure that the number of awards given in any period should be low in order to reflect its significance.

He felt that for long service to the Town including at Bisterne Football Club and 37 years as a councillor, the first recipient should be Cllr Chard. Under the regulations, the honour could only be made with a two thirds majority of votes at a special meeting. The Town Clerk was in the process of costing the production of suitable scrolls which Members agreed should include the Town Seal.

RECOMMENDED:
1) That the Town Council implement, as appropriate, Honorary Freeman and Honorary Freewoman awards to persons with long and distinguished service in the town;

2) That the guiding principles under which such honorary awards be sparingly given should be recognition of long, exceptional and outstanding contribution to the community and the town;

3) That a scroll with Town Seal be awarded to recipients on the grant of the title of Honorary Freeman or Honorary Freewoman;

4) That the first award be made to Cllr Chard at a special meeting of the Council on 16th June 2010;

and

5) That, as this is the first opportunity to make this type of award, at the July Meeting of this Committee consideration be given to other nominations for the award of Honorary Freeman and Honorary Freewoman.

There being no further business, the Chairman closed the meeting at 8.44pm.