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
Cllr N R G Clarke
Cllr L C Ford
Cllr B H Terry
Cllr B Woodifield

In Attendance:

Terry Simpson, Town Clerk
Alyson Greenfield, Finance Officer
Claire Perrens, Meetings Administrator
John Mascall, Executive Director, NFDC (until 8.05pm)
Cllr A Wiseman

The Chairman welcomed John Mascall from the District Council, who was present to provide information on the Gateway Project.

The Town Clerk reported that apologies for absence had been received from Simon Hookins, Student Advisor.

F/4597 Declarations of Interest

Cllrs Heron and Rippon-Swaine declared personal and prejudicial interests in Planning Application – 73 Christchurch Road (details below at F/4606.)

F/4598 Minutes of the Last Meeting

RESOLVED: That the minutes of the meeting held on 16th June 2010, having been circulated, be approved and signed by the Chairman as a correct record.

F/4599 Minutes of the Meeting of 19 May 2010

Members considered proposed amendments which had come to light since the minutes for the meeting on 19th May were approved on 16th June.

RESOLVED: That the minutes of the meeting held on 19th May 2010, be amended as follows:
1) Minute F/4579 - Under the resolution, that the word ‘authorized’ be amended to ‘approved’;
2) Minute F/4584 HONORARY TITLES AND OFFICERS OF DIGNITY
That the Minute number be amended to F/4585.

F/4600 Monthly Financial Reports

Members considered the Monthly Financial Reports attached to these minutes as Annex ‘A’.
The Finance Officer commented that details of capital expenditure would be reported in September.

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.
5) That the Finance Manager’s report and Summary Budget Reports be received and noted.

F/4601 Gateway Project

The Chairman proposed that a Deputy be appointed to represent the Town Council at Gateway Project Board meetings, if and when necessary. He suggested Cllr Woodifield, as she is not a district or county councillor, and would therefore not have conflicting interests.

The Town Clerk reported that there had been a Gateway Project Steering Group meeting that morning and progress was being rapidly made. He confirmed that the Town Council would be required to start contributing in due course, although discussions had been undertaken with the District Council on the timing of such payments.

John Mascall circulated details of the management structure for the project and said progress was being made on work programmes and phasing. Individual meetings were being held to agree collaborative working within the individual protocols of the three authorities. Notes of meetings would be circulated to all Members. A target date of April 2011 had been agreed for preliminary works to start on site. The next Board meeting would be in late August, when the draft timescale and final design for the public exhibition would be agreed.

It was proposed that the public exhibition would consist of display boards showing plans and elevations with text to explain the design envisaged for the Gateway Building. Residents would then have the opportunity to comment by e-mail or completing a form as part of the planning application process. It was envisaged that the exhibition would be on view in four or five locations (such as council offices, library, and other venues depending on availability) for a two-week period.

Cllr Wiseman said that some residents had expressed concerns about the future of the existing council offices. The Chairman said that speculation about future development of these sites was not within the remit of the meeting. The Town Council planned to retain and let its current offices. Irrespective of the Gateway Project, the District Council building was no longer viable as it did not meet modern disability and efficiency requirements.

Mr Mascall showed new draft plans and elevations for the Gateway Building. A number of improvements had been made, all within the proposed budget. A central courtyard / garden had been incorporated which would allow wedding parties to have an attractive contained outside space for photographs etc. The public conveniences would be built in a more attractive chevron style with overhanging flat roof. The roof would be a sedum (living green) roof. Members were asked to comment on whether they felt six individual unisex toilets and two disabled/family toilets would be preferable or eight individual and one disabled/family toilet.

There was no consensus and it was felt that this could be decided by the District Council who had more data available. In order to maximise efficient use of the new building, meeting rooms and offices would be multi-purpose and flexible. There would need to be further consultation with staff over the layout of the reception area. The total floorspace area was the same as the previous plans, with more at ground floor and less at first floor level. There would be a lift and the building would meet all disability legislation requirements.

Mr Mascall confirmed that, following a suggestion by the Town Clerk, the architect had been asked to estimate additional costs to strengthen the foundations to both the single and two storey parts of the building, in case there was a need for any additional accommodation in future.

The design would be fairly traditional and reflect other red brick buildings in the area such as the Meeting House and Framptons Mill. A tiled or slate roof was proposed. Fuller details of materials would be included in the exhibition.

The Chairman thanked Mr Mascall for attending and the latter then left the Meeting.

Members then considered the resolutions made at the special Meeting of Council on 16th June (Minute C/5052 refers): 1) Policy & Finance Committee consider final arrangements for implementing the scheme, including the taking of any loans, and make recommendations to Council. 2) That Policy & Finance Committee be requested to consider authorising up to four Members to take any action necessary that needs to be taken between meetings of that Committee, subject to a report being made to the next meeting of that Committee.

RESOLVED:
1) That the new design for the Gateway Building as described above be approved;
2) That a decision regarding the final number of public conveniences be deferred to the District Council;
3) That a detailed report with regard to final arrangements for implementation of the scheme, including the taking of any loans, be considered at the Meeting of this Committee on 15th September 2010;
4) That four Members, who are not also either district or county councillors, be appointed to take any action necessary between meetings of this Committee, subject to a report being made to the next Committee meeting, and therefore that Cllrs B Terry, Clarke, Chard and Woodifield be appointed;

and

5) That the Gateway Project Board be requested to approve the appointment of Cllr B Woodifield as Town Council’s Deputy Representative.

F/4602 Ash Grove Play Area

The Chairman commented on the recent deplorable incident at Carvers Recreation Ground, when dangerous barbed wire cuttings and glass had been deliberately dumped in the play area. Members wished to record their appreciation for of the exceptional diligence of the Grounds staff involved with identifying and clearing up the area, and the Town Clerk, especially as it was during the weekend. It was agreed that increased vigilance was essential in the light of this criminal activity. A press release had been issued offering a reward for information leading to conviction of the miscreant/s.

Members considered the Recommendation OS/5226 Ash Grove Play Area of the Recreation, Leisure & Open Spaces Committee held on 7th July 2010.

RESOLVED: That £5,000 be requested from developers’ contributions to fund the District Council’s fees for the Ash Grove Play Area project, in addition to the funding for provision of equipment.

F/4603 Liaison Discussions with Police Inspector Douglas

The Town Mayor and Deputy Town Mayor reported on their meeting with Inspector Douglas. The Mayor was concerned that excuses were made for young vandals by the Inspector and that a more robust attitude was preferable. There was some discussion of CCTV cameras and the possibility of a mobile unit which could cost around £2,000, considerably less than the fixed cameras. The Chairman commented that cost was relative to image quality and it would not be worth purchasing a cheaper model. It would also not link in to the monitoring centre but rely on recordings.

RESOLVED: That the report be noted.

F/4604 Tourism Initiatives

Members received notes of a public meeting held on 9th June 2010 (Annex ‘B’ attached). There had been another excellent turn out of around 30 people. The Chairman emphasised that the new tourism committee must be independent, with advice and support provided by the Town and District Councils. A number of those present had expressed an interest in joining. The Town Clerk suggested that one or two Members should be representatives on the committee.

RESOLVED: That the notes of the public meeting on Tourism Initiatives held on 9th June be approved.

F/4605 Proposed Bungalow at 71 Christchurch Road

The Town Clerk reported on open space, highways and social housing contributions to be made by the Town Council under Section 106 Agreement for the erection of a bungalow on the rear garden of Greenways, 71 Christchurch Road.

The total charges would be £23,904.90, made up as follows: Open Space £3,504.90, Highways/Transportation £3,745 and Social Housing Provision £16,655.

Members debated the appropriateness of such high charges for a one-off development. It was agreed that this would not cause problems for a large developer, but would discourage small developments and individuals wishing to create new homes. The Town Clerk said that a report on the level of Developers’ Contributions now required by the District Council had been prepared for consideration at the Planning, Town & Environment Meeting on 30th July. Any Members who had views on the issue were encouraged to attend the Meeting or submit comments to the Deputy Town Clerk before the Meeting.

RESOLVED: That the open space, highways and social housing contributions of £23,904.90 in total to be made by the Town Council under Section 106 Agreement for the erection of a bungalow on the rear garden of Greenways, 71 Christchurch Road be approved.

F/4606 Planning Application – 73 Christchurch Road

Cllr Rippon-Swaine and Cllr Heron declared personal and prejudicial interests in this item as they know the applicants. Cllr Rippon-Swaine and Cllr Heron left the Meeting and took no part in the debate or decision made. The Town Mayor took the Chair.

As the Town Council was the neighbouring property, Members considered the following planning applications for 73 Christchurch Road:
i) Application No 10/95772 – Demolition of existing outbuilding
ii) Application No10/95771 – Two storey dwelling; detached carport; replacement garage to existing dwelling; demolition of existing outbuilding

Cllr Clarke said that this was a re-application which included a slight improvement to the environmental design of the main building, due to objections from the Conservation Officer.

RESOLVED: That no comments be made on the planning applications 10/95772 and 10/95771 under the District Council’s neighbour notification arrangements.

There being no further business, the Chairman closed the meeting at 8.55pm.