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 A C Wiseman

In Attendance:

Terry Simpson, Town Clerk
Claire Perrens, Meetings Administrator

The Town Clerk reported that apologies for absence had been received from Maisie Jenkinson, Student Advisor and Vicky Leung, Student Advisor.

OS/5224 Declarations of Interest

Cllr O’Reilly declared a personal and prejudicial interest in Danny Cracknell Pocket Park (see OS/5227 below).
Cllr Wiseman declared a personal interest in Ringwood Town Football Club (see OS/5228 below) and a personal and prejudicial interest in Allotments (see OS/5230 below).

OS/5225 Minutes of Previous Meeting

RESOLVED: That the minutes of the meetings held on 12th and 26th May 2010, having been circulated, be approved and signed as a correct record.

OS/5226 Ash Grove Play Area

Members considered the Deputy Town Clerk’s report (Annex ‘A’ attached). The Town Clerk said that this was to be a major scheme. In order to ensure best practice, it was proposed to work with the District Council as consultants, as their staff had the necessary expertise. Members were concerned at the level of the consultancy fees, estimated at £5,000. The Town Clerk stated that the project could cost £60,000 and as a percentage of this £5,000 was not excessive. Cllr Chambers agreed that this was less than 10% of the total cost; by comparison architects commonly charged between 12% and 15% for building projects. Funds would be requested from developers’ contributions.

Cllr Wiseman had visited the area and talked with a resident and she stressed the need to consult local people. The Town Clerk said that consultation would be part of the scheme. A Ringwood School student would be at the Town Council later in the summer for work experience and he planned to task her with beginning some preliminary surveys. The Chairman raised the issue of parking on the green space; this needed to be considered as part of the project briefing. There was some conflicting information about problems with dog mess and broken glass in the area. It was noted that the ground staff regularly cleared the site and dog waste bins were provided. The Town Clerk suggested that local residents be asked to make a note of any cases of abuse of the area; warning signs of neighbourhood surveillance could act as a deterrent.

RESOLVED:
1) That the Town Clerk be authorised to liaise with the District Council to agree a Project Framework for the replacement of the play area at Ash Grove incorporating the issues and suggestions raised above;

2) That Cllr Wiseman, Cllr O’Reilly and Cllr Chambers be appointed to the Ash Grove Play Area Working Group;

3) That local residents be invited to join the Working Group;

4) That a breakdown of the £5,000 estimated for the District Council’s fees be obtained and circulated to all Members.

RECOMMENDED TO POLICY & FINANCE:
That a maximum sum of £5,000 be requested from developers’ contributions to fund the District Council’s fees in addition to the funding for provision of the equipment.

OS/5227 Danny Cracknell Pocket Park

Cllr O’Reilly declared a personal and prejudicial interest in this item as she lives close by. She made a statement including a request that park furniture be not located too close to her house. She then left the Meeting, taking no part in the debate or decisions made.

The Town Clerk reported that work had been progressing well, until very recently. Suspected asbestos had been uncovered whilst the new footpath was being dug out. All work had been suspended and the environmental health officer had been consulted. Certain types of asbestos could be a problem, but only if disturbed; it might have to be removed by specialist contractors. The Landscape Architect would action this and additional funds to cover the costs would be requested from developers’ contributions.

There were some issues with the access across the site used by a local farmer and the Town Clerk reported on arrangements to deal with the issue.

The Town Clerk suggested that a press release be issued inviting donations or sponsorship for additional planting (such as hedging with flowers, trees and shrubs) for the Park. One tree had already been donated.

RESOLVED:
1) That the Town Clerk’s progress report be noted;

2) That a press release be issued inviting donations of plants and trees for the Danny Cracknell Pocket Park.

Cllr O’Reilly returned to the Meeting.

OS/5228 Ringwood Town Football Club

Cllr Wiseman declared a personal interest in this item as she lives close by.

The Town Clerk reported that, in consultation with the Chairman, permission had been given for two events at RTFC:

i) Lloyds Bank British Heart Foundation Charity Event.
ii) Chelsea Football Club training session.

Members noted that it was not general practice to bring such requests to Committee unless a meeting was imminent, as a speedy response was often required by the organizers.

RESOLVED: That the Town Clerk’s actions be approved.

OS/5229 Planters

Members considered possible sites for two planters which are to be removed from Southampton Road (Minute OS/5212 12.05.10 refers). The Town Clerk referred Members to a map and photographs suggesting sites in the centre of town, which had been prepared by the Grounds Foreman. It was essential that the planters could be easily accessed by vehicle for watering.

Cllr Wiseman suggested that planters for the Market Square could be obtained as part of the Jubilee Lamp Working Party, to fit in with this project.

RESOLVED:
1) That the need for new planters in the Market Square be considered by the Jubilee Lamp Working Party;
2) That both planters be sited on Southampton Road, near Blockbusters.

OS/5230 Allotments

Cllr Wiseman declared a personal and prejudicial interest in part of this item as her daughter is an allotment holder. Cllr Wiseman made a statement and left the Meeting, taking no part in the debate or decision made.

A request had been received from a couple living at the same address but who managed two separate businesses in Ringwood. They wished to apply for an allotment plot each. They were only registered on the list of electors at one address. Although householders had normally only been allowed one plot it would be appropriate to adopt a policy to clarify eligibility of partners within a marriage or relationship to join the waiting list for an allotment. Members agreed that it should be one plot per household / family.

The Chairman commended the Office Manager for her hard work in relation to the allotments; there had been a considerable improvement in standard of plots.

Members also considered whether to second a motion by Marchwood Parish Council to be put to Hampshire Association of Local Councils to provide for allotments to be classified as approved use of Section 106 funds obtained for recreation purpose. If successful, this would then be brought to the National Association of Local Councils. The District’s current view was that allotments were not ‘recreational’. Members felt that nowadays this was not true and that allotments provided recreation, social and fitness benefits. Members supported the proposals as there was high demand for allotments, and developers’ contributions could be put to good use in providing more of them, particularly in small parishes.

RESOLVED:
(1) That as a matter of policy only one allotment be allocated per household/family, but that special cases be brought to this Committee for a decision as appropriate.

RECOMMENDED: That the Town Council second the motion by Marchwood Parish Council to be put to Hampshire Association of Local Councils to provide for allotments to be classified as approved use of Section 106 funds obtained for recreation purposes.

Cllr Wiseman returned to the Meeting.

There being no further business, the Chairman closed the meeting at 8.23pm.

RECEIVED & ADOPTED
288th July 2010

TOWN MAYOR

COMMITTEE CHAIRMAN