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OPEN SESSION

There were two members of the public present. Mr J Stride wished to make a statement

regarding Ringwood Loyalty Card Scheme – please see notes attached.

MINUTES OF THE POLICY & FINANCE COMMITTEE

Held on 21

October 2009 at 7.00pm

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 Woodifield

IN ATTENDANCE: Terry Simpson, Town Clerk

Martin Townsend, Finance Manager

Claire Perrens, Meetings Administrator

Cassie Ware, Student Advisor

Simon Hookins, Student Advisor

Alyson Greenfield, Finance Officer

Cllr Cole

Cllr O’Reilly

Cllr Wiseman

The Chairman welcomed the Student Advisors, Cassie Ware and Simon Hookins.

F/4467

APOLOGIES

The Town Clerk reported that apologies for absence had been received from Cllr B Terry and

Cllr Urwin.

F/4468

DECLARATIONS OF INTEREST

Cllr O’Reilly declared a personal and prejudicial interest in Danny Cracknell Pocket Park

(F/4470) as she lives close to the area. She made a statement and left the room, without

taking part in the discussion or decision made.

The Town Mayor, Cllr Ford, declared a personal and prejudicial interest in F/4485 Town

Twinning Advertisement, as a close colleague and friend of the person in question. Cllr Ford

left the room and took no part in the debate or decision made.

F/4469

MINUTES OF THE LAST MEETING

RESOLVED: That the minutes of the meeting held on 16

September, having been

circulated, be approved and signed by the Chairman as a correct record.

F/4470

MONTHLY FINANCIAL REPORTS

Members considered the Monthly Financial Reports attached to these minutes as Annex ‘A’.

Members also considered the Finance Manager’s report regarding budget and funding

available for the development of Danny Cracknell Pocket Park (please see Annex ‘B’). The

Chairman commented that he had received comments from local people concerned about the

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amount of money to be spent on the Park, especially given the difficult economic climate. The

Town Clerk emphasised that this scheme would not be funded from the Precept. Funding

would be raised mainly from developers’ contributions, which were earmarked for such

purposes; he also stated that if these funds were not spent they could be lost. Improving

access to the Millstream and this area had been a need identified in the Town Plan

consultation process. Cllr Wiseman suggested it should be made clear to residents how the

project would be funded. The Town Clerk said that a Press Release would be issued and

residents invited to view a display of the proposals in the Committee Room.

Cllr O’Reilly declared a personal and prejudicial interest in Danny Cracknell Pocket Park

(F/4470) as she lives close to the area. She made a statement in which she stressed the need

for lighting to avoid antisocial behaviour and that this should be put in place early on, to avoid

vandalism. Cllr O’Reilly left the room, without taking part in the discussion or decision made.

Simon Hookins, Student Advisor, commented that this project, although expensive, would

bring long-term benefits and questioned how much difference lighting would make to the

prevention of vandalism. Cassie Ware also agreed that lighting might not be necessary and

was concerned the lights could be unpopular with local residents. Other Members commented

that the lights would, however, also provide a safer environment for residents. The Town Clerk

commented that the issue of lighting had not been rejected by the Recreation, Leisure & Open

Spaces Committee, but would be investigated separately to avoid delaying the scheme and

losing the offer of funding from the Living Rivers Scheme, which had just been increased from

£8,000 to £10,000.

Cllr Chard requested that he be recorded as voting against the recommendation relating to the

Danny Cracknell Pocket Park.

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.

RECOMMENDED:

1) That a supplementary estimate of £51,000 for the development of the Danny

Cracknell Pocket Park be approved;

2) That developers’ contributions of £41,000, subject to further discussions

between the Town Clerk and the District Officers, and the increased grant of

£10,000 from Natural England, be used to finance the scheme;

3) That funds for the woodland floor specialist plants, picnic bench and access

track, shown as additional items, be requested from Developers’ Contributions;

4) That funding be sought from Hampshire County Council to enable the bridge to

be refurbished;

5) That at this stage, no additional signage showing the name of the Park be

included in the scheme;

6) That offers from the public to sponsor individual elements of the scheme be

welcomed; and

7) That research into the possibility of lighting in the park be undertaken as a

separate project, in order to avoid delaying implementation of the main

scheme.

ACTION Martin Townsend / Terry Simpson

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F/4471

CAPITAL PROJECTS – GRANT FUNDING

Members considered the report (Annex ‘C’) presented by the Finance Officer. A number of

grants could only be made to a registered charity, so a partner charity would need to be

identified. The Town Mayor proposed that in the Olympic year, 2012, it would be a good idea

to have a large sign to the effect that Ringwood welcomed visitors to the Olympic Games and

promoting the Town (see item 6 of Annex ’C’).

RESOLVED: That the Finance Officer’s report on Capital Projects – Grant Funding, with

proposals for future potential applications for funding of projects, be noted.

F/4472

ANNUAL RETURN FOR THE YEAR ENDED 31

MARCH 2009

The Finance Manager reported that the Audit Commission’s certificate had been received for

the Annual Return for the year ended 31

March 2009, and that all relevant legislation and

regulatory requirements had been met. The Audit Commission referred to the internal auditor’s

recommendations, an update report on which would be brought to the November meeting of

this Committee.

RESOLVED: That the report on the Annual Return for the Year Ended 31

March 2009 be

noted.

F/4473

FINANCIAL STRATEGY 2010/11 TO 2013/14

Members considered the Finance Manager’s report attached as Annex ‘D’.

RECOMMENDED:

1) That the report on the Financial Strategy attached as Annex ‘D’ be

noted; and

2) That the indicative revenue budget level for 2010/11 be noted; and

3) That each Committee be requested to follow the guidelines (1) to (4) in

paragraph 7.2 in the attached Annex ‘D’ when preparing their budgets

for 2010/11

F/4474

RINGWOOD FESTIVAL

Members considered the minutes of the meeting of the Ringwood Festival Steering Committee

attached as Annex ‘E’. Members considered appointing a replacement for Cllr Woodifield on

the Steering Committee.

RESOLVED: That the minutes of the Ringwood Festival Steering Committee held on 5

October and the proposals therein, be approved;

RECOMMENDED: That a replacement for Cllr Woodifield be appointed to the Festival

Steering Committee at the Full Council Meeting on 28

October.

ACTION Alyson Greenfield

ACTION Martin Townsend

ACTION Martin Townsend / Chairmen of Committees (No. 3)

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F/4475

CHRISTMAS FREE CAR PARKING TRIAL

The Committee considered a request from New Forest District Council to nominate a date in

December for one afternoon free parking to encourage Christmas shoppers. The Chairman

suggested the date should coincide with Chamber of Commerce’s Late Night Shopping Day of

Friday 4

December.

RESOLVED: That, subject to the agreement of the Chamber of Commerce, 4

December be

the date nominated for the free car parking trial.

F/4476

MEMBERS’ ALLOWANCES

Members considered the District Council’s Independent Remuneration Panel review of the

Allowance Scheme and how this affected the Town Council’s allowances, which were set as a

percentage of District Councillors’ allowances.

RESOLVED: That no special review be requested and members allowances continue to be

determined on the existing basis.

F/4477

SOUTHAMPTON ROAD ENVIRONMENTAL IMPROVEMENTS

Members considered ownerships and responsibilities for maintenance of street furniture and

features following completion of the scheme for Southampton Road (Annex ‘F’).

RESOLVED: That the ownership and maintenance of the items listed in 1.1 of Annex ‘F’ and

of a standpipe, if this can be included in the scheme, be agreed in principle.

F/4478

POLICE COMMUNITY SUPPORT OFFICERS

At its July meeting, the Committee had renewed the agreement in respect of PCSOs for a

further two years. At that time, it was understood the fee would continue at the existing level of

£6,000 per annum. The Council had now been notified that the annual costs had increased to

£7,000 per annum. Members were asked to consider whether to authorise continuance of the

agreement at the higher charge. Cllr Rippon-Swaine had received one of the new reports

provided on the PCSOs’ activities and was concerned whether Ringwood was getting value

for its money, in terms of the time spent in the Town by the PCSOs. The Chairman considered

£1,000 to be a large increase, but that it should be supported this year. However, a careful

review should be made before future funding was agreed.

ACTION Sue Godwin

ACTION Terry Simpson

ACTION Jo Stannard

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RESOLVED:

1) That the agreement for PCSOs be renewed for a period of one year only at

£7,000;

2) That Hampshire Constabulary be advised that the Council is concerned at the

significant increase at a time of low inflation and the manner in which the

increase was notified to the Town Council; and

3) That Hampshire Constabulary be advised that the arrangement will be

reviewed within the one year period to determine whether it should be extended

for a second year.

F/4479

HAMPSHIRE COUNTY COUNCIL ‘CHARTER’ WITH LOCAL COUNCILS

Members considered the Town Clerk’s report on the Hampshire County Council / Hampshire

Association of Local Council’s questionnaire on the review of the Charter with local Councils

(Annex ‘G’). The Town Clerk felt that the word Charter should be changed to ‘Partnership’.

RECOMMENDED: That the response to the Hampshire County Council / Hampshire

Association of Local Council’s questionnaire as shown in Annex ‘G’ be

submitted

F/4480

DISTRICT COUNCIL ACCESSIBLE SERVICES

New Forest District Council’s survey on accessibility of services was aimed at individuals and

Members were invited to complete this in their personal capacity. However, there were two

general issues within the questionnaire on which the Committee was invited to respond as

representatives of Ringwood residents.

RESOLVED:

1) That a response be made to Q2) telephone contact, on which the Council has

previously made representations, that improvements should be made to the

telephone answering system; and

2) That a response to Q16) which suggests information can be delivered by post

offices and supermarkets be made that Town and Parish Councils should be

given the opportunity to act as information points before this is offered to post

offices and supermarkets.

F/4481

EMPOWERED COMMUNITIES CONFERENCE

Members were invited to attend the National Association of Local Council’s Larger Councils’

Conference and Exhibition on 2

December at the Royal National Hotel, London.

RESOLVED: That no Member be appointed to attend the Conference

ACTION Terry Simpson

ACTION Sue Godwin

ACTION Terry Simpson

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F/4482

GREEN PAPER ON CARE

Town councils have no direct responsibilities for the types of care and support issues covered

by this Green Paper; those responsibilities resided with County and Unitary authorities.

However, Members were asked to consider whether, as an important part of their role was to

represent residents’ views at grass roots level on any issues that may affect their well being,

any response should be made (Annex ‘H’ attached).

Cllr Clarke commented that the core issue was how the provision of care would be funded.

The Town Clerk said that in the past there were local warden controlled units to enable people

to look after themselves for longer before needing full care. Such units provided by local

authorities had not been maintained. Cllr Clarke said that ‘care in the home’ was the new

preferred method of care by the Primary Care Trust. Access was a key problem.

RECOMMENDED: That Members be requested to identify responses to be considered by

Full Council on 28

October.

F/4483

COMMUNITY GOVERNANCE REVIEW (CGR)

Members considered whether a CGR relating to Boundaries and Electoral Arrangements was

required for Ringwood.

RECOMMENDED: That a Community Governance Review be not requested.

F/4484

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 'I' attached).

The Town Mayor, Cllr Ford, declared a personal and prejudicial interest in F/4485 Town

Twinning Advertisement, as a close colleague and friend of the person in question. Cllr Ford

left the room and took no part in the debate or decision made. Cllr Ford left the meeting at

8.39pm.

F/4485

TOWN TWINNING ADVERTISEMENT

The Town Clerk updated Members on action taken with regards the incorrect publication of

the date of the Twinning Meeting in a local newspaper. A further letter had been received from

the newspaper to the effect that it was not prepared to meet the Town Council’s requests and

a request had been received under the Freedom of Information Act for further information.

RESOLVED: That the response from the newspaper be noted and the Town Clerk

be instructed to proceed in the manner determined at the Committee Meeting

on 16

September (Minute F/4465 refers)

ACTION Terry Simpson

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There being no further business, the Chairman closed the meeting at 8.45pm.

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

RECEIVED & ADOPTED

October 2009

TOWN MAYOR COMMITTEE CHAIRMAN

Page 1 of 1

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Annex ‘B’

REPORT TO POLICY & FINANCE COMMITTEE – 21 October 2009

DEVELOPMENT OF DANNY CRACKNELL POCKET PARK (DCPP)

1 INTRODUCTION

1.1 The Recreation, Leisure and Open Spaces Committee at its meeting on 7

October

recommended that the scheme for the development of the Danny Cracknell Pocket Park at

a cost of £51,000, subject to further discussions between the Town Clerk and officers of the

New Forest District Council regarding funding, be approved. The initial estimated cost was

£51,000, but Natural England would provide £8,000 and meet the cost of interpretation

boards, as part of the Living Rivers Scheme, bringing the cost down to £43,000.

1.2 A number of additional items had been separately costed, and, if required and if funding

could be obtained, needed to be added:

 Woodland floor specialist plants (could involve community in bulb planting day) £5,000-

£10,000

 Picnic bench £1,850

 Access Track for local Farmer (to prevent erosion) £1,800

 Signage (depending on whether a simple sign or sculptural piece) £500-£5,000

 Bridge refurbishment £5,000-£10,000 (as the bridge was owned by Hampshire County

Council, funding would be sought from them).

2 FINANCIAL IMPLICATIONS

2.1 The capital budget for the Bickerley/Pocket Park, £35,000, was deleted from the original

budget for 2009/10. The scheme was expected to be financed from developers

contributions held by New Forest District Council, and would, therefore, be cost neutral.

2.2 Consideration needs to be given to re-instate this scheme but at the amended estimated

cost of £51,000. As Natural England would give £10,000 towards the cost, the balance

of £41,000 is expected to be financed from developers’ contributions.

2.3 A further report will be submitted in the first instance to the Recreation, Leisure and

Open Spaces Committee, if funding is required for the additional items in paragraph 1.2

above .

3 CONCLUSIONS

3.1 To enable this scheme to proceed, this Committee needs to approve a supplementary

estimate and funding, as shown in recommendations 4.1 and 4.2.

3.2 This Committee supports the recommendation of the Recreation, Leisure and Open

Spaces Committee for the development of the Danny Cracknell Pocket Park, and the

further recommendations 4.3 to 4.7, relating to the items in paragraph 1.2 above.

Page 2 of 2

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4 RECOMMENDATIONS

It is recommended that:

1) a supplementary estimate of £51,000 for the development of the Danny Cracknell

Pocket Park be approved;

2) developers’ contributions of £43,000, subject to further discussions between the

Town Clerk and the District Officers, and grant of £8,000 from Natural England,

be used to finance the scheme.

3) funds for the woodland floor specialist plants, picnic bench and access track,

shown as additional items, be requested from Developers’ Contributions;

4) funding be sought from Hampshire County Council to enable the bridge to be

refurbished;

5) at this stage, no additional signage showing the name of the Park be included in

the scheme;

6) That offers from the public to sponsor individual elements of the scheme be

welcomed.

For further information please contact:

Terry Simpson, Town Clerk

Tel: 01425 473883

Email: terry.simpson@ringwood.gov.uk

Martin Townsend, Finance Manager

Tel: 01425 473883

Email: martin.townsend@ringwood.gov.uk

Annex 'C'

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Annex ‘D’

REPORT TO POLICY & FINANCE COMMITTEE – 21 October 2009

FINANCIAL STRATEGY 2010/11 TO 2013/14

1 INTRODUCTION

1.1 Over the last few years the Council has adopted the use of expenditure plans, for

both revenue and capital expenditure, in its budget making process.

1.2 With the Town Plan having been completed and the compilation of a new ‘wish

list’ of expenditure items/projects being drawn up, this Committee should

consider what guidelines should be recommended to Council in formulating a

financial strategy over the medium term period i.e. four years.

2 EXPENDITURE AND COUNCIL TAX LEVELS

2.1 The Council’s net budgets and council tax levels for the last three years have

been as follows:-

2.2 The net budgets for each of these years has included a transfer from the general

reserve.

2.3 Any new capital expenditure financed directly from the revenue budget will

impact on the Council Tax level.

2.4 Contributions to or from the general reserve will continue to have a direct effect

on the Council Tax.

3 CAPITAL EXPENDITURE AND FINANCING

3.1 Capital expenditure may be financed from a variety of sources. These include:-

(1) Capital Receipts: from the sale or disposal of existing capital assets.

(2) Developers Contributions: collected by New Forest District Council and paid

over to this Council for specifically identified capital expenditure schemes.

(3) Provisions: created as a charge to the Revenue Account in the first instance,

but then used to finance specific capital expenditure such as plant and

machinery.

(4) Grant: some capital expenditure that meets laid down criteria can be financed

from grants. The grants awarded shall not usually exceed 50% of the

expenditure, resulting in the Council having to meet the shortfall from other

sources of finance.

(5) Loan: the Council can apply to the appropriate Secretary of State for a

borrowing approval. The maximum loan that the Council would be authorised

to borrow would normally be limited to £500,000, in any single year for any

single purpose. The repayment of the loan, both interest and principal, would

become a revenue account charge each year until the loan is repaid.

(6) Revenue: a charge to the revenue account in the year the expenditure is

incurred.

2007/08 2008/09 2009/10

Net Budget

320,790 350,080 376,930

Council Tax

Level

59.32

64.66 69.19

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3.2 All capital expenditure schemes must be financially appraised to ensure the full

revenue account budget implications are known before any commitment to a

scheme is made.

4 GENERAL RESERVE

4.1 The Council currently operates with a General Fund balance of between £150,000

to £200,000. The estimated balance at 31 March 2010 is about £117,000, some

£33,000 under the prudential lower financial limit. As the last two budgets have

included using about £60,000 from the general reserve, further use of this reserve

would compromise the Council’s current limit. Consideration should be given to

restoring the level to at least £150,000.

5 INTEREST EARNINGS

5.1 The level of interest earnings has fallen from £19,000 in 2008/09 to a revised

estimate of £3,500 for 2009/10. The current prediction is for interest rates to rise to

2% over the next two years and possibly remain at this level for a further two years.

Therefore, the Council will not be able to rely on this source of income when

determining its budgets.

6 FORECAST BUDGET LEVELS 2010/11 TO 2013/14

6.1 The budget for 2009/10, before transferring £15,380 from the General Reserve, was

£392,310. The table below shows the actual budget and Council Tax for 2009/10 and

the forecast budget levels and Council Tax levels from 2010/11 to 2013/14, after

allowing for inflation (2%), after deducting the non-recurring expenditure items

included in the base budget for 2009/10 (£23,630), no transfers to or from the

General Reserve, and no new bids, i.e. the Council’s base budget:-

6.2 Due to the very small amount of permitted domestic development in Ringwood, the

base on which the Council Tax is calculated remains almost static. Unlike other large

town councils that would normally have some domestic growth this Council must

absorb inflationary and any growth increases in its static base. The Council Tax level

would increase from 2009/10 by 1% for approximately every £3,800 increase in the

net revenue budget. Therefore, a net budget of £397,000 would result in a Council

Tax of about £72.65, an increase of 5%.

7 EXPENDITURE PLANS 2010/11 TO 2013/14

7.1 All Members have already been requested to submit new budget expenditure and

income generation items for 2010/11 to 2013/14.

7.2 This Committee now needs to give guidelines on the indicative revenue budget level

for 2010/11. To achieve this budget level the guidelines should include the following,

which Committees should follow when considering their budgets for 2010/11:-

(1) Identify any essential and mandatory revenue expenditure/income bids.

(2) Identify other revenue expenditure/income bids and rank them in order, with no. 1

being the highest ranking.

2009/10

Actual

2010/11

Forecast

2011/12

Forecast

2012/13

Forecast

2013/14

Forecast

Budget £376,93 £385,000 £385,500 £393,500 £401,500

Council Tax £69.19 £70.38 £70.48 £71.94 £73.40

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(3) All capital expenditure bids must be assessed, and show how each one will be

financed. Those that will be financed fully or partly from revenue must be

prioritised with the other revenue expenditure bids.

(4) Identify savings in existing revenue budgets and indicate the effect on the

service.

8 FINANCIAL IMPLICATIONS

8.1 By providing indicative revenue expenditure levels over the medium term period, the

Council will provide more stability to its financial planning. In the event that significant

changes are made to the services provided by the Council, the financial effects on

the budget will have to be assessed at the appropriate time.

8.2 By ranking each new revenue expenditure bid, and the revenue effect of each capital

expenditure bid, this Committee will be able to decide which bids it will recommend to

Council to include in the budget for 2010/11, and which ones to consider for future

budgets.

9 RECOMMENDATIONS

It is RECOMMENDED that this Committee:-

9.1 determines the indicative revenue budget level for 2010/11,

9.2 requests each Committee to follow the guidelines (1) to (4) in paragraph 7.2 above

when preparing their budgets for 2010/11.

For further information please contact:

Martin Townsend, Finance Manager

Tel: 01425 473883

Email: martin.townsend@ringwood.gov.uk

Terry Simpson, Town Clerk

Tel: 01425 473883

Email: terry.simpson@ringwood.gov.uk

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Annex ‘E’

RINGWOOD FESTIVAL STEERING COMMITTEE

MINUTES OF MEETING

HELD ON MONDAY 5

OCTOBER 2009 AT GREENWAYS

PRESENT: Cllr B Terry (Chairman), Cllr N Chard, C Polton, J Stride, P Allis, P Alvis,

C Lockyer, N Guy, H Wardle, J Muir-Webb, L Wickens, J Wickens

IN ATTENDANCE : T Simpson, Town Clerk, S Godwin, PA to Town Clerk/Mayor

1. APOLOGIES: Cllr C Ford, D Cracknell, A Osborne, H Cox, K Morrison, K Davis

(Forest Forge)

The Chairman welcomed the new members present and brief introductions were

made.

Cllr Woodifield had notified her intention to resign from the Committee due to

pressure of work. The Town Clerk would seek a replacement for her at the next Full

Council meeting.

ACTION: Terry Simpson

2. MINUTES OF PREVIOUS MEETING:

The Minutes of the 8

June, having been circulated, were agreed.

3. ELECTION OF CHAIRMAN:

Cllr Brian Terry was elected Chairman.

4. ELECTION OF VICE-CHAIRMAN

Cllr Neville Chard was elected Vice-Chairman.

5. FINANCIAL REPORT:

The financial statement dated 8

September 2009 was received and noted. Terry

Simpson confirmed that that a deficit had been made this year, and suggested that

this was partly due to less donations being received in a difficult economic climate,

coupled with increased expenditure.

AGREED that the financial report be approved.

6. DONATION TO CHARITIES

The Committee had previously agreed that any surplus from the Festival should be

allocated to its two chosen charities, Ringwood Day Care Centre and 2515 ATC

(Ringwood & Fordingbridge). Unfortunately, the Festival this year had made a loss

of £1,511 despite one or two events recording a profit. However, when the financial

situation had been reported to the Town Council’s Policy & Finance Committee, that

Committee had agreed to meet certain items of expenditure which would allow the

sum of £789 to be allocated to Festival Committee to divide between its chosen

charities.

AGREED that £789 be divided between Ringwood Day Care Centre and 2515 ATC

(Ringwood & Fordingbridge)

ACTION: Sue Godwin

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7. REVIEW OF FESTIVAL EVENTS

a) Golf

It was noted that a surplus of almost £1,700 had been achieved by the golf

tournaments in May and July. Terry Simpson explained that the May golf

tournament had traditionally started in order to provide a donation to one of Danny

Cracknell’s chosen local charities. It was now called the Danny Cracknell Memorial

tournament and his family may wish to take this event over which would enable them

to allocate any profit to one of the charities Danny had sought to support. It was

noted that this would result in a significant reduction of income to the Festival funds.

ACTION: Committee for further discussion

b) Rock Concert

Pete Alvis reported that only a few people turned out for the concert due to the

persistent rain. He suggested that the better venue would have been the Market

Place where some traders had pledged to support it. However, he had encountered

too many obstacles for this to be achieved. Subsequently, he had carried out a

survey in Ringwood regarding future rock concert events which resulted in the

majority stating that they did not approve of the financial cost of the Rock Concert

and were not interested in supporting it in any way. The student advisors said that

they thought young people would go to the event as long as it wasn’t raining and if it

was the best attraction that evening.

It was noted that members thought that the Rock Concert was a worthwhile event

and Pete was thanked by the Chairman for all the hard work he had put into

organising it again. After some discussion, Pete confirmed that he would be

prepared to organise a concert next year if certain criteria could be met.

ACTION: Committee for further discussion

c) It’s a Knockout. It was generally felt that the expenditure and the amount of effort

put into organising this was not justified due to the small number of spectators,

although it was agreed that those taking part seemed to enjoy it. This scenario had

also been noted in previous years.

d) Concours d’Elegance. Cliff Polton reported that this had been a success, with

more interest being generated from new entrants wishing to take part in the PCGP

and he was pleased to note a good deal of enthusiasm in general.

e) Classical Concert. The Chairman drew the Committee’s attention to Cllr Thierry’s

note. A discussion ensued and it was generally felt that the two musical events were

of such differing natures to not cause a problem. Members were informed that

Ringwood & Burley Band were performing at a town centre venue on the same

evening. Subsequently, Terry Simpson had spoken to a band member who assured

him that they would not book a similar event next year in the town on Festival

evening.

f) Catering. Unfortunately, due to the very inclement weather, the caterers had very

poor trade compared to the previous year. It was noted that the caterers had made

a monetary contribution towards Festival for the benefit of having an outlet on

Festival Day.

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g) Crowning of Princesses. It was reported that the two Princesses looked lovely

and were not perturbed by the rain in having photographs taken with the Town

Mayor.

h) Charity Stalls. It was noted that some twenty nine stalls had taken part, despite

the inclement weather, and although they were down on takings this year, overall

they still raised £1,591 jointly. No adverse comments had been received by the

Town Council and all seemed to take part in good spirit, making the most of it.

i) Festival Entertainment. Members made positive comments regarding the

entertainment, although it was noted that the childrens’ rides were only used by a

few children due to the rain and very few children were in fact in the Market Place

where the rides were located.

j) Publicity.

AGREED that publicity needed to be improved next year, although the event had

been publicised fairly widely in the town itself, particularly in the local press, it

needed to reach a wider audience. Both the day events and Rock Concert in the

evening were badly affected by the wet weather and it was felt that this greatly

contributed to the lack of support of the events.

8. 2010 FESTIVAL

Discussion took place about the focus of the 2010 Festival, which centred around

whether to include the Festival Day entertainment at all or just have the charity

stalls, perhaps located elsewhere such as Southampton Road near Mansfield Road

or on the Bickerley instead of the Market Place; proposals for the May and July golf

tournaments; ‘ It’s a Knockout’, the Classical Concert and the Rock Concert. Various

locations including The Bickerley, the Market Square and Carvers were discussed.

Cliff reported that he had already started the publicity campaign for the PCGP, as

they had entered a float into Carnival last month launching the 2010 event. Ways of

obtaining sponsorship and marketing were discussed, including selling advertising,

bringing radio and t.v. into the equation and using various internet media to promote

the event. It was suggested that a much wider area be included in the marketing of

the Festival. Bearing this in mind, the Committee were reminded that this would

mean all Members volunteering for a task.

Paul Aliss and Jim Stride discussed a plan of action, which included raising the

profile of the Festival. Amongst suggestions put forward were to invite a person

from each of the charities taking part in the street market to serve on the Committee,

to make maximum use of local radio media such as Wave 105 and even local

television. He said that PCGP had made a donation to Wave’s charity ‘Cash for

Kids’ last year. Jim suggested that once decisions on these various items had been

reached, the Committee then needed to produce packages to bring them to fruition

as quickly as possible. Also, it was suggested that we have inputs to the school

committees and obtain feedback from the student advisors.

Jeff Wickens pointed out that in the past Ringwood Rocks only required a Temporary

Event Licence as no more than 500 people at any one time would be present, but a

full Entertainment Licence would be required if that changed.

Cllr Brian Terry left the meeting at 19.10 hrs and Cllr Neville Chard took the Chair.

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Further discussion took place about whether the Festival in 2010 should just be a

PCGP and a charity market, the latter which may benefit from being as near to the

main car park as possible. It was noted that a full road closure would be required in

any case for the PCGP.

In order that further consideration could be given to the Ringwood Rocks event, Pete

Alvis offered to bring a powerpoint presentation to the next meeting.

9. A.O.B. – nothing further.

10. Date of Next Meeting

Monday 2

November.

07.10.09

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Annex ‘F’

REPORT TO POLICY & FINANCE COMMITTEE

OCTOBER 2009

Southampton Road Environmental Improvements

Ownership and Maintenance

1. Set out below is the project team's understanding of the likely extent of ownerships

and responsibilities for maintenance following completion of the Southampton Road

Environmental Improvements scheme:

1.1 Ringwood Town Council

Plant containers, any shrubs and small trees planted in containers and shrubs

planted in the ground where associated with the footway entrance from Meeting

House Lane into Southampton Road (adjacent to 33A Southampton Road), seats,

noticeboard, any art works and any electrical equipment for use during special

events.

Note – any planting will be maintained by the planting contractor for the first 12

months, and if the Town Council is willing to take on watering after that time and the

usual litter removal and weeding, together with any minor pruning of ground cover

plants (and perhaps the addition of some spring and summer bedding if wanted) then

the Highway Arboriculturalist will undertake to replace trees when necessary; this

could be after a period of some 5-10 years from planting, dependant on

species, climate etc.

1.2 New Forest District Council

Litter bins and lighting in The Close.

1.3 Hampshire County Council

Lighting in Southampton Road, cycle racks, bollards, regulatory signage, pedestrian

fingerpost signage, barrier railings, highway paving and trees planted in the ground

(if any).

2. The project team is asking for approval in principle by the Town Council to accept

both ownership and maintenance responsibility for each of the items listed above.

3. The project team will also look to provide a standpipe to assist with watering and for

use at any special events. If an above-ground watering point can be provided, it will

need to be inside a lockable, insulated unit; another option is to provide an

underground watering point, but this would need the Town Council to provide a hose,

and is perhaps less likely to be used easily. Provision and location will be discussed

with the design engineer. Until it has been properly investigated and costed, there is

no guarantee that this can be included in the scheme.

4. It is RECOMMENDED that Members consider agreeing in principle to accept

ownership and maintenance of the items listed in 1.1 and of a standpipe if provision

can be included in the scheme.

Downloaded And Printed From The Ringwood Town Council Website

www.ringwood.gov.uk

For further information, contact:

Mrs Jo Stannard

Deputy Town Clerk

01425 473883 or jo.stannard@ringwood.gov.uk

1

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

Annex ?

POLICY AND FINANCE COMMITTEE

OCTOBER 2009

Hampshire County Council – Questionnaire on review of Charter with local Councils

1. Hampshire County Council is working with the Hampshire Association of Local

Councils (HALC) on a review of the ‘Charter’ that has existed between local Councils

and the County Councils since 2005. The original Charter recognised common

objectives and set out the guiding principles for working together.

2. Much has changed since the original Charter was prepared and the County has

agreed to work with the HALC Executive on two parallel pieces of work that relate to

the Charter:-

a) To review the formal agreement and arrangements with HALC and

b) To consider whether there also needs to be any formalised partnership

framework between the County Council and local Councils themselves.

3. In order to enable the County and HALC to determine a way forward, they have

jointly issued a Questionnaire seeking local Councils’ views on future arrangements.

4. Attached as an Appendix is the questionnaire received from the County Council and

HALC, incorporating suggested responses as discussed with the Chairman of the

Committee.

5. In general, the responses have been based on trying to ensure that good

communication channels are opened between all tiers of local Government and, in

particular, that the County Council keeps local Councils fully informed of proposals

that affect the areas of individual local Councils. The questionnaire also seeks

information on powers which the Town Council might wish to have devolved from the

County Council (see question 7). Whilst the Town Council has always indicated that

services should be delivered as close to the people as possible, it must be

recognised that in general terms most of the County Council services need to be

organised across a wide area and/or need highly specialised and trained staff to

deliver effective services. Therefore, the list of items it is suggested might be

considered for devolvement to the Town Council is very short. These are believed to

be those that can be delivered more effectively locally without any increase in costs.

In that connection, Members should know that the County has indicated that it would

discuss financial arrangements in relation to any services that are devolved.

6. Members are asked to consider the questionnaire and approve a response for

submission to Hampshire County Council and Hampshire Association of Local

Councils.

For further information, please contact:

Terry Simpson

Town Clerk, Ringwood Town Council, ‘Greenways’, 71 Christchurch Road, Ringwood

Hants, BH24 1DH

Tel: 01425 473883 E-mail: Town.Council@ringwood.gov.uk



Annex 'G'

Page 1

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

This questionnaire is to help Hampshire County Council determine how it can better work in partnership

with the local councils of Hampshire.

The County Council wants to understand whether developing an Accord directly with local councils

would be a positive step and to help this, understanding the relationship now and ideas for the future

are important. However, there are two things we want to be clear about in doing this:

1) We cannot promise it will be possible to provide or offer what is asked.

2) There is no expectation that all Councils will want to operate the same way or that they should be

expected to. It is understood that answers will be very different and that is ok.

1. ABOUT THIS QUESTIONNAIRE

Page 3

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

4. What is the role of your council? Please help us to understand what you

believe the primary role(s) of your council is. Please tick as many options

below as you would identify as being the role of your council and identify

whether you see them as a priority.

Low priority

Medium priority

High priority

N/A

To make sure local

needs are listened to

nmlkj nmlkj nmlkj nmlkj

To provide local

facilities

nmlkj nmlkj nmlkj nmlkj

To communicate with

local people about

services & support

available to them

nmlkj nmlkj nmlkj nmlkj

To consult local people

on planning

applications in order To

advise the planning

authority

nmlkj nmlkj nmlkj nmlkj

To act as an additional

interface between local

people and other tiers

of government

nmlkj nmlkj nmlkj nmlkj

To deliver very local

services to the

community

nmlkj nmlkj nmlkj nmlkj

To improve quality of

life for local people

nmlkj nmlkj nmlkj nmlkj

To communicate with

local people about

what is happening

locally

nmlkj nmlkj nmlkj nmlkj

To know how to solve

local problems

nmlkj nmlkj nmlkj nmlkj

Other (please specify role and priority rating)

To encourage democratic engagement - High

To involve young people in Council decision making processes -

High

Page 4

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

5. What factors are important in delivering your role? In order to look at

how we could better work in partnership it would help us to understand

what you see the focus of your role to be. Please tick the following factors

and activities you believe are important to enable you as a Council to carry

out your role well.

Holding regular meetings

gfedc

Having a clerk with appropriate time available

gfedc

Having a clerk with the right skills

gfedc

Good communication channels from & to your residents

gfedc

Having a good website with the information / forms that are regularly requested

gfedc

Other (please specify)

gfedc

Receiving timely information from the County Council on matters

of general interest to residents and businesses in the town.

Meetings rarely achieve this.

Having the opportunity to comment on matters affecting the town

with realistic timescales to formulate a considered response.

Having sufficient confidence that the County will give full and

proper consideration to any views expressed.

Page 5

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

When we need to find out what you and local people think about an issue we are considering, we need

to be clear from your perspective how best to achieve this and what you feel your role should be.

1. Please tick how and whether you would want to be consulted on the

following issues and feel free to add other topics that apply.

2. When new topics come up do you have any ideas about how we could

work out the best way to consult you in a realistic timescale (i.e. 3 months)?

3. MAKING SPECIFIC INTERACTIONS WORK BETTER

Via HALC

Via your District

Association

Directly via

Directly via post

Don’t mind

Don’t want to

be consulted

Highways issues &

roads

gfedc gfedc gfedc gfedc gfedc gfedc

Local planning

decisions

gfedc gfedc gfedc gfedc gfedc gfedc

Agreeing a process (i.e.

how would you want us

to do something)

gfedc gfedc gfedc gfedc gfedc gfedc

Identifying local

priorities

gfedc gfedc gfedc gfedc gfedc gfedc

Feeding into

partnership priorities

(i.e. Local Area

Agreement or a

Community Strategy)

gfedc gfedc gfedc gfedc gfedc gfedc

Any other opics? (Please specify)

and/or

The County Council's remit is so wide that it is difficult to list all items. But the general philosophy

should be that where a decision or action is likely to have an effect on the town or a number of persons

in it, then consideration must be given to at least informing the Town Council of that matter.

For major policy issues 3 months seems sensible. For individual issues 4-6 weeks is usually

sufficient to enable the matter to be placed before Councillors at a meeting.

Page 6

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

3. Would you be willing and able to work with your local County Councillor to

act as a hub for consultation on behalf of the County on issues with local

impact?

Yes: able and willing

nmlkj

Yes: willing but not sure how

nmlkj

Willing but do not have the capacity

nmlkj

Not willing

nmlkj

Depends upon the issue

nmlkj

Please add any comments that will help us understand your answer

nmlkj

As the largest town in the south west corner of the County, the Town Council willingly accepts that

it should act as a hub to channel local views into the County's decision making processes.

Page 7

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

There will be times when you want to communicate with the County Council and we would like to gain a

better understanding of how this would best work for you. There are several elements to this, all of

which are open questions.

1. In what ways is communication with the County Council working well or

improving? tell us what you want us to continue or do more of?

2. Are there any particular sections of the County Council that you feel

communication is good with (departments/bodies/structures/functions,

etc.)

3. Are there any particular sections of the County Council that you feel are

particularly poor or difficult to communicate with?

(departments/bodies/structures/functions, etc.)

4. What would you want or expect from your local County Councillor in

terms of communication and support?

4. COMMUNICATION WITH US

Highways & Passenger Transport communication is good. But this is not always achieved across

all services. County ought to adopt common protocol for all services.

Highways Department at Jacobs Gutter Lane is generally good.

Paperwork is exchanged, but we have doubts whether the communication is effective, for

example local Councillors are aware of needs of townspeople and yet views expressed

are over ridden particularly when it comes to the south east Plan & Community

strategies. Consultation/communication is pointless if views expressed are ignored.

It is important for the local County Councillor to keep the Town Council abreast with current

issues affecting the town. This is achieved through his report to the monthly Council

meetings.

Page 8

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

5. Please tick which local issues are critical for you to be able to have quick

contact with the County Council about.

Not critical

Fairly critical

Critical

Flooding

nmlkj nmlkj nmlkj

Road safety

nmlkj nmlkj nmlkj

Trees

nmlkj nmlkj nmlkj

Travellers

nmlkj nmlkj nmlkj

Other

nmlkj nmlkj nmlkj

Please specify what other local issues

Highway maintenance and defects (includes highway footpaths) - Critical

Highway flooding - Critical

Street lighting - Critical

Page 10

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

Earlier you told us what you are seeking to achieve and in the factors that are important to success. We

would like to know if there are any ways we could help.

1. What may be helpful in supporting you to undertake these activities

effectively?

2. Could we provide any incentives that would help?

3. What barriers need to be overcome?

4. Is there any potential for you to work together with other adjacent local

councils on the following?

6. WORKING WITH YOU TO ACHIEVE YOUR KEY PURPOSES

Yes

Purchasing equipment

gfedc gfedc

Sharing a clerk

gfedc gfedc

Jointly contracting

services

gfedc gfedc

Jointly funding an

Accredited Community

Safety Officer post

dedicated to your area

gfedc gfedc

Sharing a responsible

finance officer

gfedc gfedc

Other (please specify)

Provision of timely information and early consultation where appropriate.

Confidence that any views expressed will be taken seriously and not air brushed at the

first opportunityl

The perception that the County does not really want to inform or consult and that views expressed

will not be considered seriously.

a) Provision of information on public services. Yes

b) Responding to consultation papers. Yes

c) Community Transport schemes Yes

Page 11

Hampshire Local CouncilsHampshire Local CouncilsHampshire Local CouncilsHampshire Local Councils

Before you start this section we want you to be very clear about two things:

1) We know that the things below are not things all Councils are willing or able to consider.

2) We cannot promise we will be able to do any of the things you may request. We are just seeking to

know how the land lies with you in terms of your interest and aspirations.

We are asking because we want to know if there are any areas where your council would like us to

consider delegating activities or responsibilities to you IF the right safeguards and financial arrangements

could be put in place. We are aware that arrangements already differ across the county so you may

even already be doing some of this. The following questions are to get an overall feel.

1. Which of the services that are normally delivered by the County Council

would you like us to consider devolving to you to deliver (i.e. give you to do

on our behalf)?

2. Which of the services the County Council delivers would you want to have

a stronger advisory role on?

7. DEVOLUTION OR DELEGATION FROM THE COUNTY COUNCIL

1. Registration of births and deaths

2. Issue of various permits and licenses of a local nature

3. Certain youth services ie. youth clubs

Land use policies

Highway improvement schemes

Downloaded And Printed From The Ringwood Town Council Website

www.ringwood.gov.uk

POLICY & FINANCE COMMITTEE – 21

OCTOBER 2009

AT 7.00 PM

OPEN SESSION:

During the public participation session, Mr James Stride spoke on the Ringwood Loyalty Card

Scheme which he set up originally to entice people to come to Ringwood in December 2008. By

the time of the launch in March 2009, around 70 traders had signed up.

There was extensive press and TV coverage. Bournemouth Echo promoted the vouchers

heavily, but due to the credit crunch were unable to continue providing free advertising space

for more than 3 months. He was now working with Deborah Holmes, and wished to launch a

new Ringwood Loyalty Scheme – involving a credit card style loyalty card.

The initial response indicated this would be even more popular with traders and he expected

50-60 traders to sign up. They would need to cover the costs of cards – possibly through

advertising on the backs. He was looking to launch the scheme in January 2010. He would be

investigating other local loyalty schemes to avoid unnecessary competition, eg Furlong, New

Forest.

Cllr Wiseman asked about the cost of signing up. The initial scheme was free, but the new one

might cost £20-£30 to cover administration/website – especially if sponsors for the printing of

the cards could be found.

The Chairman asked whether they were working with the Chamber of Commerce. Mr Stride had

invited them to become involved, but although supporting it, the Chamber was not currently

actively involved. Cassie Ware (Student Advisor) asked how the cards would be obtained; this

would be via the participating shops.

She also suggested some outlets and a promotional website called Vista. The Chairman

suggested Members should consider if they wished to support the scheme at a future Meeting.

He thanked Mr Stride for his time and the effort he had put in to the schemes.

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