TOWN MEETING OF NEW ALRESFORD

Held in the Community Centre

Thursday 25^th October 2007

Present: Town Councillors: Roy Gentry (Chair); Steve Middleton (Vice-Chair); John Cattle; Barbara Jeffs; Ken Yeldham; Simon Evans; Jonathan Read; Margot Power

Winchester District Councillor: Ernie Jeffs

Hampshire County Councillor: Jackie Porter

Members of Public: under 15

Town Council Staff: 1

Press: 2

Apologies: Cllr. Malcolm Phillips

1	Introduction Cllr. Gentry as Town Council Chairman took the Chair and welcomed everyone to the meeting.
2	Draft Minutes of the Annual Town Meeting of 21^st March 2007 Passed to the Public for reference purposes only.
3	Report on NATC Financial Status
3.1	Breakdown of Legal Expenses Cllr. Gentry reported that he was unable to discuss actual figures due to a confidentiality clause. He did, however, state that had NATC gone through the correct procedure the cost would probably have been similar. The Stevens case was expected to be £67,954 but was actually £69,027. Costs claimed on insurance were £3,055 leaving a net cost to NATC of £65,972.
3.2	Effect on reserves Cllr. Gentry reported that the End of Year reserves stood at £42.4k which is £17½k below the recommended amount. NATC need to work at building the reserves back up.
3.3	Pledges and Commitments Cllr. Gentry informed the meeting that there are no pledges or commitments other than those satisfied through the Open Spaces Fund. The commitment to the Tennis Club is currently being renegotiated and if successful will result in the Council contributing nothing on a net basis.
3.4	Ongoing costs of Arlebury Park Cllr. Gentry informed the meeting that this figure, reported in the year end accounts, was £604k which includes £44k from previous years. Since publishing the year end accounts NATC have established that certain items were not included and the Council does not believe that office equipment of £15k should be included. These adjustments mean that the revised figure for the cost of the Arlebury Park extension was £589k. There is still £12k to be paid which is included in the above figures. Funding £286k received from Football Foundation £320k loan (£250k - current; £70k - c/f from balance of loan obtained financial year ending 2001) Costs for NATC are approximately £300k with the remaining £20k used towards the Stevens case and office equipment. The total cost of servicing these loans is £36k per annum but after discounting a loan that will be repaid in 2009 and the cost of the £70k loan used for the 2001 Arlebury Park extension the net annual cost of the £320k loan for the recent extension is £23½k per annum. In addition there is £15k p.a. approx. – utilities. £25k p.a. approx. is spent on the upkeep of all recreation grounds. The sports organisations pay for their own costs – not the council. Part of the Football Foundation Grant conditions is that we are not allowed to charge for the use of the changing rooms but NATC can recover the cost of running the changing rooms from all that use them but in view of the money contributed by the FF this may be set aside for a period of time for the football club. Mr Robin Atkins declared that the figures stated by Cllr. Gentry were not correct. Mr Atkins quoted that there should be a surplus of between £60k and £90k and that it is not legal to use it on anything other than the refurbishment. Would like to know why the Clerk and Cllr. Gentry signed off figures on 09/08/07 when they didn’t know what they were made up of. Cllr. Gentry declared that he welcomes any audit of the figures. Mr Robin Atkins would like to find out how the figures have been spent. Cllr. Gentry stated that he is not suggesting that there is any mishandling of the funds or fraud at the end of the day. Mr Robin Atkins stated that if the figures are not there then something has been allocated incorrectly. Cllr. Yeldham stated that there was £60k ring fenced that was spent last year. Mr Robin Atkins stated “there has been fraud either by myself or a.n.other!” Cllr. Gentry declared “I am not accusing anybody of fraud!” Mr Michael Atterton said that he has complete faith in the current council and would request that Mr Atkins put everything in writing to be discussed with the Council at another meeting. The council was asked whether they believe there was a possibility of Mr Atkins acting fraudulently. All 8 councillors in attendance answered no. Cllr. Gentry stated he would be happy to sit down with Mr Atkins to discuss the figures. Mr Robin Atkins wishes to meet the full council. He asked for some notes he had typed up to be circulated to the council.
5	NATC Future Strategy
5.1	Parking/Traffic in Alresford
5.1.1	The need for Parking in Alresford Cllr. Evans discussed the parking issues in Alresford especially now the town has lost 32 parking spaces due to the Swan Car Park development. These cars are currently now on the street but are willing to pay to park elsewhere. Discussions are taking place on converting a piece of land at the bottom of Perins School and exploring other avenues. Cllr. Porter stressed that the work being done to try and resolve the parking issues is really good but funding is a big issue. Cllr. Gentry stated that if the provision of 70 spaces at Perins goes ahead it will cost in the region of £100k of which there is currently a shortfall of £50k. There is a chance there could be another 70 but again at a cost of an additional £100k. To buy land elsewhere would cost even more. Mr Robin Atkins does not agree that this should be financed through local government but to try a third party to source it, for example, NCP. Cllr. Gentry discussed the lack of Traffic Wardens in Alresford and the possibility of enforcing parking restrictions within the town by employing the town’s own wardens paid for through fines. Mr David Goodman stated that there are other services. Mr Robin Atkins pointed out that any parking charge monies collected from Broad Street would have to go to the Town Trust. Mr Peter Tudor asked whether the 70 spaces would be available at all times. Cllr. Gentry responded that there would be restrictions during school term due to buses resulting in a loss of about 20 spaces. Mr Peter Tudor asked what the take up was on the Arlebury Park Permits. Cllr. Gentry informed the meeting that there are a total of 19 spaces with 8 currently rented out. Cllr. Evans explained that the annual rent of £300 works out at £1.01 per day. Cllr. Porter suggested not to try and enforce traffic to move until larger problem solved as it might cause animosity. Mr Andrew Black mentioned that Bishops Waltham encourage ½ hr free parking.
5.1.2	Road sustainability for increased traffic demands Mr David Goodman believes that this really needs to be looked at especially with the increase in population.
5.1.3	Signage and Traffic Control Cllr. Gentry has managed to get a 6’ x 4’ toilet sign removed from West Street. There should not be lots of signs within the conversation area. Mr David Goodman believes that the worst offenders are the local authorities. Cllr. Porter recommends that the public keep an eye on the number of signs being erected. The junction of West Street and Jacklyn’s Lane needs to be reviewed. Cllr. Evans there were 5 accidents between Christmas and June. Cllr. B.Jeffs informed the meeting that S.I.D. is to come back there. Cllr. Gentry informed the meeting that S.I.D. was used to measure the problem. The device installed on Winchester Road recorded approx. 29k speed limit breaches and the one installed along Tichborne Down registered approx 9k speed limit breaches. Cllr. B.Jeffs suggested the use of Police with mobile cameras. We need to research and justify our case for making our roads safer.
5.2	Another Allotment – Demand dictates an additional allotment area in Alresford
	Cllr. Cattle discussed the current situation regarding allotments informing the meeting that there are currently 29 plots being used by 40 separate households (due to shared plots). There are another 22 households on the waiting list. There is a possible plot adjacent to the current site – in discussions with the estate agent. This would cost less to set up than it would in another area due to amenities already nearby. Cllr. Cattle also informed the meting that approval had been received from the Town Trust for cycle racks to be sited on Islands 5 & 6 in Broad Street. They are the same design as the ones in the Dean meaning there will be no damage to tree roots. Mr Robin Atkins congratulated Cllr. Cattle on his good work on the allotment project.
5.3	Play in Alresford (Adult and Child)
5.3.1	Wild Play Area – New Government review Cllr. Power explained to the meeting what a Wild Play Area involves and asked should this area be provided. Mr Robin Atkins suggested using some of the playground funds to provide but questioned where this type of area could be accommodated.
5.3.2	Petanque Pitches – Introduction of Adult Play Cllr. Middleton informed the meeting that this is to be set up within Arlebury Park and asked for suggestions for other adult play for the town. Mr Robert Atkins questioned funding. Cllr. B.Jeffs/Cllr. Yeldham asked about Basketball/Netball/Volleyball/Badminton etc. Cllr. Middleton is going to find out what is available through Perins with Mr Colin Harris.
5.4	Sport in Alresford
	Cllr. Gentry discussed that Open Spaces funding was collected from local projects/developments and used for play facilities. There is currently £50k in play and £135k in sport. About £36k is proposed from the sport fund for Tennis who take responsibility for everything and pay us a small ground rent. There is no drain on Town money. In the agreement is a provision for public to use courts at set times. CPO on land adjacent to Arlebury Park, currently short of funds. Looking at the possibility of the Rugby club to pick up slack. Discussed changing rooms and conditions regarding charging for costs only. Mr Robin Atkins stated that the council is not allowed to do this due to VAT, Rating and in the 25 year lease it says no charges are allowed at all. Cllr. Gentry informed that he had been in touch with Customs & Excise, will look into Rating and discussions were taking place regarding the lease/contract. This is to try and stop the drain on council funds. Mr Trevor Ingram confirmed the discussions regarding the contract.
5.5	Arlebury Park
	Funding the facility Cllr. Gentry It is £23½k per annum to service the loan. The Council is currently looking at ways to reduce the cost to the council tax payer. One of these is income from the larger room – suggestion of commercially letting it with a potential annual income of £15-25k. Cllr. Gentry then addressed the meeting with “Is the town happy to cover this £23½k or do they wish to let out the big room?” Mr Robin Atkins asked does this figure include the building of the town office. Cllr. Middleton replied that the conversion was £28k. Mr Robin Atkins stated that the loan was for sports are & facilities and should not be commercialised. Cllr. Yeldham suggested looking for a tenant who would pay rent. Mr Robin Atkins believes it the council should not get involved and quoted ‘Clause 4’. Cllr. Gentry informed the meeting that the loan length is 20-25 years. Mrs Rachel Black Council is bound to recoup the costs for this. Cllr. Gentry reiterated that the question was what is the ongoing cost of Arlebury Park? Cllr. Yeldham the council is committed to providing the sporting facilities and suggests maybe a nursery or café. Cllr. B.Jeffs agreed with Mrs Black’s comment and believes at least 60% of rate payers would be happy for an acceptable provision to get our money back. Cllr. Evans asked for suggestions on how to find out people’s views. Cllr. Gentry suggested YES/NO input on the website with the option to be able to enter comments. Also to make use of free page in the New Alresford Forum. A wider opinion would be needed. Cllr. Gentry informed the meeting that the council took a decision a few weeks ago to take over running the club and to employ a steward. Revenue & Customs have written to the council informing that the £90k VAT recovered so far may be jeopardised for up to 6 years. There are currently two options 1) Town Council runs it ~ the door is shut or 2) currently negotiating with the brewery to lend the club the beer and only pay for replacements. Mr Robin Atkins stated that there is no business plan so how can it have been agreed. Mr Trevor Ingram asked whether there was any option with regard to hiring out the big room with the little one being free. Mr Robin Atkins mentioned a letter dated 09/10/06 concerning the £90k. Cllr. Gentry stated that he was not aware of this correspondence. Mr Robin Atkins stated that he would make the VAT letter available.
5.6	Historical Buildings and Sites in Alresford (Upkeep and retention)
	Cllr. B.Jeffs discussed the surveying of public buildings. Although we can’t stop growth we need to focus on keeping the character of the buildings i.e. Community Centre. Standard funding from the Council for the Community Centre is £1k. Suggested a councillor should go on the Community Centre Management Committee. The Museum Trust is working on gathering artefacts for setting up a museum. Some items currently being displayed in alleyways around town. Asked the public in attendance whether they would like a survey done of the historical buildings. Mr Robin Atkins asked why is a survey needed? Cllr. Gentry The council believes there are a number of historic buildings we as a community should do more to support. Cllr Jackie Porter asked is it outside or inside the building? Cllr. Gentry responded that it was more for fabric than for general maintenance. The statutory limit for grants is less than £25k. If the town wants the council to go down this route we need to fund it. Should it be part of our mandate? Cllr. Yeldham believes that the Community Centre would not want the Council to get involved. Cllr. Gentry stated that neither the Town Trust nor Community Centre Trustees have access to public funds and rely on grants which are limited. Should public money be used to assist with these historical buildings/walls? Mr Andrew Black responded that this should be so rather than relying on raising funds when something goes wrong. Cllr. E.Jeffs informed the meeting that there are no grants for historical building maintenance but grants are available from other sources. Cllr. Gentry The flint wall to be looked into. Mrs Margaret Gould stated that it is privately owned. Cllr. Gentry stated that the council has only been involved in Arlebury Park up until now but believes they should have a wider remit around town. Cllr. B.Jeffs asked the public whether or not they would be keen on having a museum. Mr Robin Atkins expressed concern at not enough interest to bring in the funding.
5.7	Dog Control
	Cllr. Cattle discussed the option of extra dog bins stressing that it is not the cost of purchase but of emptying them at £300 a bin. Hoping to get one more bin available next year dependent on budget. Cllr. Middleton stated that dog bins are OK if used. Suggest maybe a dog warden. Cllr. Middleton and Cllr. Gentry confirmed to the meeting that NATC is responsible for the replacement of dog bins.
	Hope to have some feedback from the Alresford Forum for the March meeting
	The Chairman closed the meeting at 21:30pm Chairman's signature………………………………………Date……………………………..