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OPEN SESSION: There was one member of the public to speak under public participation. Mrs French-Paris wished to protest against the fee that the Town Council charges for permission to erect a memorial, on a grave. She couldn’t see the justification for the fee of £395, bearing in mind the fees other Councils charge, in the New Forest area, and felt that it was unreasonable. The Chairman indicated that her comments would be taken into consideration when dealing with the agenda item (OS/5580) and that the Town Clerk would respond to her in writing. MINUTES OF THE MEETING OF THE RECREATION, LEISURE & OPEN SPACES COMMITTEE Held on Wednesday 6th April 2016 at 7.00pm PRESENT: Cllr Andy Briers (Chairman) Cllr Emma Blake (Vice-Chairman)

Cllr Anne Murphy Cllr Jacqui Terry Cllr Tim Ward

IN ATTENDANCE: Steve Nash, Town Clerk Nicola Vodden, Meetings Administrator

Cllr Jeremy Heron OS/5577 APOLOGIES FOR ABSENCE The Town Clerk reported that apologies for absence had been received from Cllr Wiseman. OS/5578 DECLARATIONS OF INTEREST There were no declarations of interest at this stage. OS/5579 MINUTES OF THE PREVIOUS MEETING RESOLVED: That the minutes of the Meeting held on 2nd March 2016, having been

circulated, be approved and signed as a correct record. OS/5580 REVIEW OF FEES The Town Clerk explained that this item had been included on the agenda following receipt of a formal complaint, the first formal complaint in a number of years. He explained that the relevant fee, notice of which would have been available at the outset, included the purchase price of the land and ongoing maintenance for the life of the plot, which was a significant period of time. The charges had been applied with this in mind and so that this would not, in the future, become a burden to tax payers. He recommended to the Committee that the level of fees and charges remain unchanged. Cllr Heron clarified that the burial authority was NFDC and not the Town Council, however the Town Council offers the service, with no assistance from NFDC. Also, the Town Council incurred costs in the region of £80,000 when the cemetery was extended, with the purchase of land and drainage works, which is also recouped through the costs of burial and ongoing maintenance charges. Whilst he had sympathy for the complainant, he indicated that the reality was that the facility offered comes at a higher price.

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Members supported the Town Clerk’s recommendation and a proposal that a draft document of additional information be prepared, in order to provide an explanation of the cemetery price list, which would in future accompany the list of fees and charges. The draft document is to be considered by the Committee at the next meeting on 4th May. RESOLVED: 1) That the cemetery fees and charges remain unchanged

2) That the Town Clerk prepare a draft document explaining the cemetery fees and charges, to be considered at the next meeting of this Committee

3) That a letter be written to Mrs French-Paris to update her of the Committee’s decision

ACTION S Nash

OS/5581 REQUEST FOR ADDITIONAL ACCESS Members were asked to consider a request for additional gates to be installed opening onto the Bickerley Track (Annex A). Cllr Heron indicated that the discussion would involve legal matters and requested that the item be moved to the end of the agenda, in order that it could be dealt with in closed session (see Confidential Annex D). RESOLVED: That the request for an additional access opening onto the Bickerley Track be

refused ACTION S Nash

OS/5582 REMOVAL OF HEDGE AT CEMETERY The Committee considered (Annex B) and the request to remove a hedge at the Cemetery. The thickness of the hedge is making access to the plots more difficult and the ground staffs’ view is that this cannot be reduced further, without killing the hedge. The Town Clerk recommended that the hedge be removed completely and replaced with a post and rail fence with mesh, and that a different variety of hedge be planted. No additional funding is required as the works can be undertaken within the existing maintenance budget. Members were mindful that it remain a pleasant part of the cemetery for mourners, with a suitable ambiance and that it not become too austere. RESOLVED: That the hedge at the Cemetery be removed and replace with a post and rail

fence, screened with mesh and that a new hedge be planted ACTION S Nash

OS/5583 MULCHING FOR THE GATEWAY SQUARE The Town Clerk explained that this item followed a recommendation from the Policy and Finance Committee, to consider alternative options for the provision of mulching, for the Gateway Square, as the amount paid was recently was significant and there were concerns that it was excessive. He reported that only certain mulch, which is pre-prepared and neutral is suitable for the beds. The mulch that is available at the cemetery is not suitable, as the contents are unknown. It

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may have, for example, seeds or fungus in it, which could cause problems in the future. He confirmed that the Carnival Committee had donated £750 towards the mulch and the Town Council funded the remaining amount. Also, this would not appear as an annual expense, because the mulch would last a number of years and as small areas of mulch needed replacing, it could be done piecemeal, so as not to incur significant costs in the future. Members were content with the information provided and did not require any further action to be taken. RESOLVED: That the information provided on mulching for The Gateway Square be noted

and no further action be taken OS/5584 FENCE IN HIGHTOWN ROAD Members considered the report in relation to removal of fence in Hightown Road (Annex C). The fence was erected by Hampshire County Council at the request of the Safe Routes to School team, without the knowledge of the Town Council, as there was a concern that people breaking through the fence were coming out directly onto Hightown Road and into the path of vehicles. Two new accesses have since been created providing safe access for pedestrians and cyclists. The Town Clerk commented that this 8ft fence was overkill, surplus to requirement and unsightly, and he recommended removal of the fence. Members didn’t feel strongly about removal or retention of the fence, but some thought that removal would possibly create a problem. It was proposed that the Safe Routes to School team be contacted to ask their opinion and the Committee would then reconsider whether the fence should be removed. RESOLVED: That the opinion of the Safer Routes to School team be obtained in relation to

the removal of the fence in Hightown Road ACTION S Nash

The Committee went into closed session, at this stage, to consider the request for an additional access on the Bickerley Track (OS/5581 Confidential Annex D). There being no further business, the Chairman closed the meeting at 7.49pm. Note: The text in the Action Boxes above does not form part of these minutes. RECEIVED APPROVED 27th April 2016 4th May 2016 TOWN MAYOR COMMITTEE CHAIRMAN

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REPORT TO RECREATION, LEISURE AND OPEN SPACES COMMITTEE 6 APRIL 2016 REMOVAL OF HEDGE AT CEMETERY 1. Introduction At the beginning of 2015, some work was done on the hedge line between the Rugby Club and where we allow ashes to be buried at the Cemetery. The work was to reduce the thickness of the hedge and allow mourners better access to the burial plots, to pay their respects. However, despite significant reduction to the hedge, the root system is now preventing further reductions without killing the hedge completely, therefore the only recourse is to remove the hedge and provide a fence line, in the same area. This will allow better access to the plots, increase the number of plots available in the future, which will provide additional revenue and reduce the cost of annual maintenance by Ground Staff. 2. Suggestion The Grounds Foreman has suggested that the hedge be removed completely and then install a ‘post and rail’ fence line covered with green mesh, to retain some privacy in the area (see map and photos) 3. Costings Expenditure Removal of hedge line and root system £500 New Posts £180 Mesh Screening £189 Total £869 Income Additional Plots Created £14,000 4. Summary There is no request for additional funding, the figures indicated will come from general grounds maintenance budget, if approved. 5. Recommendation: That the Grounds Foreman arrange removal of the hedge and replace it with a post and rail fence screened with green mesh.

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RECREATION, LEISURE & OPEN SPACES COMMITTEE – 6 APRIL 2016FENCE IN HIGHTOWN ROAD

1. In 2009, a very unsightly 6 foot steel fence (about 15m in length) was erected on landowned by the Town Council adjacent to Hightown Road (between Kingsfield andRingwood Junior School and opposite house numbers 59 to 65).

2. This fence was erected by Hampshire County Council, at the request of the Safe Routesto Schools team, without the knowledge or permission of the Town Council.

3. At the time, there was a concern that people (including children) were breaking throughthe tree line, which is positioned on top of a bank, between Victoria Gardens andHightown Road, and were coming out directly onto the road in to the direct path ofvehicles.

4. Since then, two new accesses have been created; one directly opposite RingwoodJunior School (stepped) and the other comes out between Kingsfield and Quomp,providing safe access for pedestrians and cyclists to travel between Victoria Gardensand Hightown Road.

5. It is therefore RECOMMENDED that, as this unsightly fence is no longer required,Members agree to its removal.

For further information, please contact:

Steve NashTown Clerksteve.nash@ringwood.gov.uk01425 484720

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