Open Session:

There were five members of the public present.

Present:

Cllr B H Terry (Chairman)
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
Alice Harwood, NFDC Landscape Architect (until 7.45pm)

OS/5206 Apologies

The Town Clerk reported that apologies for absence had been received from Cllrs Chard, Chambers and Urwin, and Maisie Jenkinson, Student Advisor.

OS/5207 Declarations of Interest

Cllr Wiseman declared a personal & prejudicial interest in Ringwood Town Football Club – for details see OS/5209 below.
Cllr O’Reilly declared a personal & prejudicial interest in Danny Cracknell Pocket Park – for details see OS/5210 below.
Cllr Cole declared a personal & prejudicial interest in Parking at Bickerley – for details see OS/5216 below.

OS/5208 Minutes of Previous Meetings

RESOLVED: That the minutes of the meeting held on 7th April 2010, having been circulated, be approved and signed as a correct record.

As there were members of the public wishing to speak, it was agreed to bring forward Agenda Item 9 – Ringwood Town Football Club.

OS/5209 Ringwood Town Football Club

Cllr Wiseman declared a personal and prejudicial interest in this item as she lives close by. She made a statement and left the room taking no part in the debate or decision made.

Members considered the Ringwood Town Football Club (RTFC) request for the Clubhouse kitchen to be utilised for a separate business during the daytime. Mr Aubrey Hodder, Secretary RTFC, attended the meeting along with Mandy Alvis and her associate, who wished to start a cakemaking business. Mr Hodder informed Members that the ladies would like to refurbish the Club’s kitchen and use it commercially for baking cakes.

They said they would sell these at fairs and shows, and for weddings, birthdays etc. It was envisaged that it would be a small business, with both working part-time, and with no requirement for large-scale deliveries to the site. Should it become very successful, alternative premises would be sought. In return, they would provide refreshments for the RTFC weekend home fixtures and the Club would benefit from having an improved kitchen facility.

After some discussion, it was

RESOLVED:
1) That RTFC be authorised to grant a licence to allow the cake-making business to operate;
2) That the licence be offered as a two year trial, with a review at the end of the second year;
3) That RTFC and the cake-making business be responsible for all required consents, such as planning and environmental health;
4) That the cake-making business be subject to the same rules under the lease agreement as RTFC.

Cllr Wiseman returned to the Meeting.

As the Landscape Architect was present to report on it, Item 10 on the Agenda – Danny Cracknell Pocket Park, was brought forward.

Cllr O’Reilly declared a personal and prejudicial interest in this item as she lives close by. Cllr O’Reilly made a statement and left the room taking no part in the debate or decision made.

The Landscape Architect presented the DCPP landscape layout and planting plan. She showed photographs of the proposals for wooden handrails for the May Bridge. Members noted that it was only the handrails which were being refurbished. She asked Members to consider a number of photographs of wooden seating and bins for the Park.

Mr Whitfield, a resident, read out a written statement in which he strongly criticised the Town Council for the way in which the scrub in the DCPP had been cleared, which he felt would have disrupted nesting birds. He also complained that more dog-walkers had been drawn to the area and were trespassing on the private water meadows and allowing their dogs to chase wildlife and deer. He felt that warning signs were more important than benches.

The Chairman and the Town Mayor objected strongly to the criticism and said the project had been undertaken with the advice and approval of experts at English Nature. Cllr Cole confirmed that there were incidences of people not controlling dogs, but stressed that the private water meadows were not within the Town Council’s control. However, the Avon Valley Country Path was a public right of way, although dogs must be kept on leads, people had the right to enjoy the area and the Town Council’s work had not had an effect on the usage of the public footpath. The Town Clerk confirmed that there would be signage on the bridge, which would be provided by Hampshire County Council. This would have specific reference to the roe deer, as previously suggested by Mr Whitfield. The work had not affected nesting birds.

Members then agreed on the most suitable bench design and that bins should have lids, to prevent damage by squirrels or jackdaws. The Landscape Architect confirmed that the intention was to complete all work by the end of June 2010. Mr Whitfield offered use of his photographs of the area if required for signage.

Cllr O’Reilly returned to the Meeting

RESOLVED:
1) That two similar benches be commissioned, made from green oak, two-slats width, one to have a back and arms at the end and one without;
2) That bins should have lids, and be constructed from green oak with metal interior;
3) That the existing dog litter bin be re-positioned for future use; and
4) That a copy of Mr Whitfield’s written statement be forwarded to Hampshire County Council with a request that the agreed signage to encourage responsible use of the area be put in place urgently.

OS/5211 The Mount, Poulner

Members were asked to consider Council’s Resolution (3) Minute C/5026 (28.04.10):
That the Recreation, Leisure & Open Spaces Committee be requested to consider seeking developers’ contributions for improvements to the access track to the Mount, through minor drainage works to the south end of Narrow Lane, without destroying the character of the Lane.

The Town Clerk stated that Narrow Lane was the responsibility of the County Council and its maintenance was not within the remit of the Town Council.

RESOLVED: That a written representation be made to the County Council regarding the urgent need for improvements to Narrow Lane through minor drainage works at the south end.

OS/5212 Planting Proposals for Southampton Road

Members considered proposals for shrubs, trees and plants in new planters and beds in Southampton Road, as part of the Environmental Improvements project, and future maintenance requirements.

The two existing large black planters would need to be removed and re-sited somewhere close to the Town Centre. Cllr O’Reilly suggested the end of Southampton Road in which her office was located, as a possible area, as this was not included in the current improvements project.

RESOLVED:
1) That responsibility for maintenance of the new shrubs, trees and planters in Southampton Road be accepted; and
2) That Members consider possible sites for the two original planters, for consideration at the next Meeting.

OS/5213 Allotments

The Town Clerk reported that there were problems with allotment holders parking at Hightown Road Allotments. There was not enough space for vehicles to be parked on the allotments plots, which had been reduced in size. Car parking was available in Hightown Road, but it was not appropriate for allotment holders to use the Cemetery car park.

The Town Clerk also reported on non cultivation of allotments at Upper Kingston and Southampton Road, showing photographs of the allotments in question. Members considered action taken in each individual case. Given that there were more than 30 people on the waiting list, it was only fair to ensure that allotment plots were actually cultivated.

RESOLVED:
1) That allotment holders in Hightown Road be advised that no parking was allowed on the allotment site, but that they were permitted to drive onto the site in order to collect or deliver supplies and equipment;
2) That the five plots which had not been cultivated properly, despite previous communications, be given notice of one month to improve the plot, after which time their tenancy would be terminated.

OS/5214 Cemetery

The Town Clerk reported that the proposed container relating to improved security at the Cemetery would not fit in the garage. After further research, a quotation of £1,024 had been obtained from Peter Noble for a metal security cage which would fit. The available approved budget was £2,000.

He reported that due to vandalism, it had unfortunately become necessary for the toilets at the Cemetery to be locked in the evenings and at weekends.

A request had been received for crosses to be placed on unpurchased family graves. The Town Clerk explained that unless a grave had been purchased with exclusive rights, there was no entitlement to a memorial. The cost was £200 for exclusive rights. As Ringwood has a lawn cemetery, it would not be appropriate or fair to waive such fees, particularly as the maintenance costs would increase.

The Grounds Foreman had conducted a survey of the time taken to strim grass and weeds around the kerbs and headstones in the Cemetery. It had taken 108 hours as the strimming had to be done by hand. This would be necessary every 6-8 weeks during the summer months. The Town Clerk said that this high level of maintenance was not justifiable in terms of cost. If maintenance was reduced, the Cemetery would soon look overgrown and untidy. He asked Members to consider the trial use of weedkiller, carefully targeted in small areas close to kerbs/headstones.

Members also noted that the diseased oak tree in the Cemetery would be removed and a replacement planted.

RESOLVED:
1) That the quotation of £1,024 for a metal security cage, to be sited in the garage at the Cemetery, be approved;
2) That action taken to lock the toilets at the Cemetery in the evenings and weekends as and when required, due to vandalism, be approved;
3) That permission for headstones/memorials on unpurchased graves, be not approved, but that enquirers be given the option to purchase exclusive rights for existing graves at a cost of £200, in which case headstone/memorials be permitted; and
4) That approval be given for a trial using weedkiller to control grass/weeds around kerbs and headstones in the Cemetery.

OS/5215 WOTS Project at Carvers

Members considered a request for the Word On the Street (WOTS) mobile youth outreach project bus to be parked at Carvers Recreation Ground on Saturday nights. The bus in question weighed 11.5 tonnes and so could not be parked on the grass. The former swimming pool car park, now grassed over, might have been suitable, but there was no longer access to it. The proposal to park the bus in the gateway was rejected as the gates needed to be locked at night.

RESOLVED: That the request for the WOTS bus to be parked at Carvers on Saturday nights be not approved, as is was no suitable parking place.

OS/5216 Parking at Bickerley

Cllr Cole declared a personal and prejudicial interest in this items, as he lives close by. He made a statement and left the room, taking no part in the discussion or decision made.

The organizers of the Ringwood Festival were expecting a large number of spectators to attend the Pedal Car Grand Prix and had requested use of the Bickerley Common for parking.

The Town Clerk said that as this was a one-off event for charity, he felt that it was acceptable for the Bickerley to be used for parking – promoted as ‘Park & Picnic’. Unite, one of the Festival’s chosen charities, would run the parking and all proceeds would go to Festival charities. In the event of wet weather, or the ground being too wet, it would not be used.

RESOLVED: That permission be given for parking and picnics on the Bickerley for the Festival Pedal Car Grand Prix on Sunday 11th July 2010, provided the ground is dry.

Cllr Cole returned to the Meeting.

OS/5217 EXCLUSION OF PUBLIC & PRESS

RESOLVED: That in view of the confidential nature of the business about to be transacted, it was advisable in the public interest that the press and public be temporarily excluded, and they were instructed to withdraw.

OS/5218 Carvers Mound Slide

The Deputy Town Clerk had invited eleven contractors to submit a scheme for a curved slide and associated groundworks at the Mound, Carvers Recreation Ground. Only two companies had submitted schemes, one for a 9.5 metre slide, one for an 11 metre slide. Neither proposal really met the brief for a slide which curved to use the contours of the mound itself. It was also difficult to compare quotations as each had included different elements.

RESOLVED: That further discussions be undertaken with suppliers for the Carvers mound slide and the outcome reported to a future meeting.

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

RECEIVED & ADOPTED
26th May 2010

TOWN MAYOR

COMMITTEE CHAIRMAN