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Minutes of the Meeting of Ringwood Town Council

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Minutes of the Meeting of Ringwood Town Council OPEN SESSION: There was one member of public who wished to speak (see attached notes). MINUTES OF THE MEETING OF RINGWOOD TOWN COUNCIL Held on Wednesday 30th October at 7.00pm PRESENT: Cllr W S Rippon-Swaine (Town Mayor) Cllr S Burgess-Kennar Cllr N J Chard Cllr L C Ford Cllr R Frampton Cllr J D Heron Cllr G J O’Reilly Cllr M A Steele Cllr S M Stokes Cllr B H Terry Cllr M H Thierry Cllr A Wiseman Cllr B Woodifield IN ATTENDANCE: Mr T Simpson, Town Clerk Mrs J Stannard, Deputy Town Clerk George Whittingham, Student Advisor Lisa Devine, Student Advisor The Deputy Town Clerk reported that apologies for absence had been received from Cllr J Terry and Student Advisors Eleanor Bowen, Katy Perriman and Ailsa Poulter. C/5450 DECLARATIONS OF INTEREST Cllrs Ford, Heron, Rippon-Swaine, Thierry and Woodifield declared a non-pecuniary interest in agenda item 5 – Funding of Cemeteries, as they are District Councillors – see F/5460 below. C/5451 MINUTES OF PREVIOUS MEETING RESOLVED: That the minutes of the Meeting held on 25th September 2013, having been circulated, be approved and signed as a correct record. C/5452 GRANT AID The Town Mayor presented grant aid cheques to representatives of Forest Forge and 3rd Ringwood Scout Group. Nikki Cartlidge, General Manager of Forest Forge, said that the grant would be invaluable to the company and it was great to have the support of the local Council. She gave a summary of current activities and forthcoming events. Dave Gillam of 3rd Ringwood Scout Group said that the large extension of the Group’s building was underway and the grant for racking in the new store room was very much appreciated as some additional costs had been incurred during construction. Page 1 of 1 C/5453 RECREATION, LEISURE AND OPEN SPACES COMMITTEE It was noted that the October meeting of this Committee had been cancelled. C/5454 PLANNING, TOWN & ENVIRONMENT COMMITTEE Cllr Burgess-Kennar presented the minutes of the Planning, Town & Environment Committee meeting held on 4th October 2013. It was noted that Cllr Stokes had reported her apologies for this meeting. RESOLVED: That the minutes of the Planning, Town & Environment Committee meeting held on 4th October 2013 be received, and that Cllr Stokes’ apologies be recorded. C/5455 POLICY & FINANCE COMMITTEE Cllr Heron presented the minutes of the Policy & Finance Committee meeting held on 16th October 2013. F/5062 – Cllr Steele requested that this item be referred back to Committee for further discussion, bearing in mind expected constraints on the Council’s budget for the next financial year. As this item had been discussed in private session, it was necessary to exclude the public and press. C/5456 EXCLUSION OF PUBLIC AND 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 public and press be temporarily excluded and they were instructed to withdraw (Annex A attached). C/5457 STAFFING Cllr Steele said that Members had been informed at the Policy & Finance Committee meeting that the Council may need to make savings of £10,000 in the next financial year. He was of the opinion that the Council could make savings by not employing a Technical Officer and instead buying in support if required. Cllr Rippon-Swaine felt that the last postholder had offered unbeatable value for 7 hours a week. A list of 28 projects that had been worked on was circulated for Members information. Cllr Heron said that, although Standing Orders allowed for an item to be referred back to Committee, he felt that this should only be used if significant new information became available. All information had been available at the time of the meeting and there was no new evidence to justify a referral back. Page 2 of 2 However, other Members felt that the decision should be taken by Council when there was more certainty about the budget for 2014/15 and what projects would actually require technical support. RESOLVED: That F/5062 be referred back to Policy & Finance Committee for further consideration. C/5458 RE-ADMISSION OF PUBLIC AND PRESS RESOLVED: That the public and press be re-admitted to the meeting. C/5459 POLICY & FINANCE COMMITTEE RESOLVED: That the minutes of the Policy & Finance Committee meeting held on 16th October 2013, with the exception of F/5058, be received. C/5460 FUNDING OF CEMETERIES Cllrs Ford, Heron, Rippon-Swaine, Thierry and Woodifield declared a non-pecuniary interest in this item, as they are District Councillors. Members considered a recommendation from Policy & Finance Committee (F/5058 refers) regarding the funding of cemeteries in New Forest District. Cllr Heron summarised the options available to the Council. It could request a revenue contribution from the District Council towards the running costs of the cemetery; ask that Council Tax be recalculated to avoid double taxation for Ringwood residents; or pass the responsibility for maintenance of the cemetery to the District Council. Members were not in favour of the final option, and on balance agreed that the small amount of savings that might be achieved for Ringwood residents did not justify further action. RESOLVED: That no further action be taken regarding the funding of cemeteries. C/5461 SUSPENSION OF PARKING CHARGES The Town Clerk reported that, once again, the District Council had agreed to suspend parking charges on one afternoon in the four week period immediately prior to Christmas Eve to assist locally organised Christmas events. He had asked the Chamber of Commerce if they wished to nominate a date; they had requested Friday 13th December, but had given no reason for this choice or any indication that an event would be organised. Members were disappointed that the Chamber of Commerce had not organised a special event and felt that it would be more beneficial for local residents to nominate a Saturday in December, when families would be able to take advantage of free parking. RESOLVED: That the District Council be requested to suspend parking charges on the afternoon of Saturday 14th December. Page 3 of 3 C/5462 NEW FOREST DISTRICT OUTSIDE THE NATIONAL PARK – LOCAL PLAN PART 2: SITES AND DEVELOPMENT MANAGEMENT It was noted that the Council’s response to consultation on this document, and supporting documents, would be considered and determined by Planning, Town & Environment Committee on 1st November, as the deadline for responses was 15th November and there would be no time to refer back to Council for confirmation. RESOLVED: That this information be noted. C/5463 GREYFRIARS ARTS CENTRE – PLANNING APPLICATION 12/99535 It was noted that amended plans had been submitted and would need to be considered and observations determined by Planning, Town & Environment Committee on 1st November, as there would be no time to refer back to Council for confirmation. RESOLVED: That this information be noted. C/5464 NALC LARGER COUNCILS COMMITTEE There was no Member who wished to be considered for election to the NALC Larger Councils Committee. RESOLVED: That no nomination be made to the NALC Larger Councils Committee. C/5465 COMMUNICATIONS TO BE RECEIVED The Town Mayor reported: 1) A letter of thanks had been received from the organisers of Ringwood Carnival for the Council’s support. The groundstaff had done a great job preparing the Village Green for the funfair. The weather was fine and crowds were out in force to enjoy the processions. Many people commented on the successful unveiling of the Jubilee Lamp and how beautiful it now looks. The street collection raised almost £4,500, which will be distributed to local charities. On behalf of the Council, he congratulated the volunteers on the Carnival Committee who put a tremendous amount of effort into organizing the event each year. 2) The Environment Agency had been at work this month clearing a significant blockage from under the main Avon bridge on the Castleman Trailway and removing the earth embankment on the downstream side of the large culverts. As part of the same project, vegetation maintenance is planned for the lower part of the Bickerley Stream, which should help to alleviate local river levels in that area during flood conditions. In the event of a very large flood, Ringwood would still be at some risk of flooding, but this work, in addition to the flood defence scheme, should help to minimise that risk. 3) A grant application had been received from Ringwood Rotary for the annual Christmas Eve festivities in the town for this year. As this is a very important annual event, and it would be too late to wait until the next appropriate Policy & Finance meeting, the Chairman of that Committee had approved a grant of £150. 4) He announced that, after 50 years in local government, the Town Clerk, Mr Terry Simpson, had made the decision to retire in April 2014, although due to annual leave his Page 4 of 4 last working day would be 28th February. Members agreed that Mr Simpson would be sorely missed for his expertise, professionalism and hard work. C/5466 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS District Councillor Ford reported that, in her capacity as Chairman of the District Council, she had presented the New Forest Access for All Awards and was delighted that Ringwood Gateway had won the Community Facilities category. District Councillor Woodifield had submitted a written report (Annex B). She referred to the District Council’s decision to no longer provide sand bags free of charge to residents and said that a list of flood protection products would shortly be available on its website.
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