OPEN SESSION: 

There were no members of the public present.

MINUTES OF THE POLICY & FINANCE COMMITTEE held on 7th December 2011 at 7.00pm

PRESENT:                

 

Cllr J D Heron (Chairman)
Cllr W S Rippon-Swaine (Vice Chairman) until 7.45pm                    
Cllr B H Terry
Cllr M A Steele
Cllr M H Thierry

 

IN ATTENDANCE:    

Terry Simpson, Town Clerk
Martin Townsend, Finance Manager
Claire Perrens, Meetings Administrator
Sam Poulter, Student Advisor

The Town Clerk reported that apologies for absence had been received from Cllr Ford, Cllr Frampton, Cllr Stokes and Jenny Baldwin, Student Advisor.

F/4782 DECLARATIONS OF INTEREST

There were none.

 

F/4783 MINUTES OF THE LAST MEETING

RESOLVED:  That the minutes of the meeting held on 16th November, having been circulated, be approved and signed by the Chairman as a correct record, with one amendment: Cllr B Terry to be added as having given apologies for absence.

F/4784 MONTHLY FINANCIAL REPORTS

Members considered the Monthly Financial Reports attached to these minutes as Annex A. 
It was noted that 200,000 Annex A, (d) was allocated for the Council’s share of Gateway building costs. No quarterly bills having been received to date, it was likely that a large sum would be billed in the New Year.

 

RESOLVED: 

• That the list of cheque payments on the Imprest account be authorised. Cllrs Heron and Rippon-Swaine signed the report.
• That the list of Petty Cash payments be authorised. Cllrs Heron and Rippon-Swaine signed the report.
• That the Statement of Town Council Balances be received and noted.
• That the Inter Account Transfer be authorised. Cllrs Heron and Rippon-Swaine signed the report.
• That the Finance Manager’s report and Summary Budget Reports be received and noted.

F/4785 RINGWOOD FESTIVAL

Members considered the notes of the meeting of the Ringwood Festival Steering Committee attached as Annex B.

 

RESOLVED: 

• That the notes of the Ringwood Festival Steering Committee held on 5th December, and the proposals therein, be approved;
• That further details and a method statement be requested regarding plans for temporary relocation of the planter in Southampton Road (p.2 Annex B); and
• That the current year’s budget allocation for the Under 18s disco and the provision for 2012/13 be utilized to meet advance costs for the provision of the Rock Concert, but that this be taken into account in relation to the provision for underwriting the Festival.

F/4786 GATEWAY PROJECT UPDATE

The Town Clerk reported that the building work remained on target for completion by the end of March. He had attended a meeting of the steering group regarding IT provision, the final estimates having been tabled at the meeting this morning. Annual costs would be more than originally expected, but arrangements had been proposed to ‘staircase’ the level payable over several years.

 

Members considered an update from NFDC Environmental Design team attached as Annex Cregarding proposals for the piazza and lighting and for artwork for the gates to the courtyard. It was agreed that the funding of £200,000 from developers’ contributions should not be exceeded. Cllr Thierry suggested caution was needed when considering the use of remaining funds due to forthcoming changes to make developers’ contributions less locally restricted, which would mean this source of funds for Ringwood would not increase in future.

 

RESOLVED:

• That Members be offered the opportunity of a site visit in the New Year;
• That the update and the report attached as Annex C be noted.

F/4787 DIAMOND JUBILEE

Members considered a report of the Diamond Jubilee Working Party held on 6th December. It was noted that further support from volunteers to organize the event was vital. The Council had offered up to £2,500 but further funds required would have to be sought from sponsorship.

 

Members also had before them a copy of a note prepared on behalf of the Rotary Club which set out the level of involvement it could commit to the Celebrations, bearing in mind its other activities in the Town (Annex D attached). It was noted that a further meeting would be held early in the New Year.

 

RESOLVED: That the report of the Diamond Jubilee Working Party held on 6th December be received.

 

F/4788 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 (Annex E attached).

Cllr Rippon-Swaine left the meeting.

F/4789 YOUTH PROVISION WORKING PARTY

Members considered a report which had been discussed at a meeting of the Working Party prior to this meeting Confidential Annex F attached.

RECOMMENDED:    That the recommendations now reported be approved.

There being no further business, the Chairman closed the meeting at 8.13pm.

RECEIVED                                                                 APPROVED
14th December 2011                                                   18th January 2012

TOWN MAYOR                                                          COMMITTEE CHAIRMAN

Note: The text in the Action Boxes above does not form part of these minutes.