Item 2

AT THE INAUGURAL MEETING of the SIR GEORGE STAUNTON COUNTRY PARK JOINT MANAGEMENT COMMITTEE held in Committee Room 1, Havant Borough Council, Havant on 23 July, 2003

PRESENT:

Hampshire County Council

Councillor E.F. Gale; Mrs. E.M. Byrom; Mrs. V. Steel; J. Waddington.

East Hampshire District Council

Councillor D.W. Clegg.

Havant Borough Council

Councillors: K. Moss.

Also in attendance: J. Tickle (Head of Countryside Service); B. Ingram (County Treasurer's Department); P. Davies (PBRS); J. Duggan (PBRS); L. Paterson (Park Manager); A.R. Knight (Chief Executive's Department); S. d'este hore; Christine Dier (Havant Borough Council); Mrs. A. Wood (East Hampshire District Council).

1 APPOINTMENT OF CHAIRMAN

RESOLVED:

That Councillor E.F. Gale be appointed Chairman for the ensuing year.

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COUNCILLOR E.F. GALE IN THE CHAIR

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2 APPOINTMENT OF VICE-CHAIRMAN

RESOLVED:

That Councillor W.H. Wheeler be appointed Vice-Chairman for the ensuing year.

3 EXECUTIVE MEMBER FOR RECREATION AND HERITAGE

The Executive Member for Recreation and Heritage explained that it was not the County Council's intention to rotate the Chairmanship on the newly constituted JMC in view of the level of the County Council's investment in the Country Park. The new arrangements were put in place to secure the future of the Country Park which was sited strategically in what was recognised as a deprived area of the County. The site was currently under restoration which should ensure its survival and return it to the former glory of Sir George Staunton's original concept. He wished the Park well and was certain that it would go from strength to strength over the ensuing years.

Partner members expressed their disappointment that it had not been possible to keep them appraised of the progress of the acquisition of the Park during such a difficult time. Whilst recognising this, Councillor Waddington explained that the acquisition of the Park from Portsmouth City Council had been a long and sensitive process. Members requested a plan of the new holding which the secretary was to arrange.

4 TERMS OF REFERENCE AND CONSTITUTION

The JMC considered the report of the Chief Executive (Item 2 in the Minute Book) setting out the terms of reference and constitution of the newly constituted Joint Management Committee. The title of the Country Park in all of the legal formality was to be the Sir George Staunton Country Park. In answer to a question as to whether the park would work towards financial independence, the Treasurer informed the meeting that it was not the policy of the management to do this and it would be necessary to continue with a subsidy recognising that much of the Country Park was accessible free of charge. Reference was made to the parish councils being requested to make a financial contribution of £500 per annum towards the upkeep of the Park and it was pointed out that there was a disparity between the rating income of Horndean with 12,000 inhabitants and Rowlands Castle with a population of 3,000.

Although the Joint Management Agreements were intended as a formal legal document, it would be possible to interpret some aspects of the representation so far as the Stakeholder Forum was concerned. If necessary it would be permissible for more than the 2/3 other individuals who were to represent other stakeholder interests in the Park to be increased. It would also be possible for deputies to attend both the JMC and the Stakeholders Forum where absence would otherwise effectively disfranchise partners with only one appointed member.

RESOLVED:

That the constitutional basis of the committee be noted.

5 CHAIRMAN'S COMMUNICATIONS

The Chairman paid tribute to the memory of the late Christine Bond who had been acting Park Manager. The Committee wished to extend their sympathies to her family.

The Chairman introduced the new Park Manager Mr. Lewis Paterson who had joined the Country Park from Bournemouth.

6 DEPUTATIONS

There were no deputations.

7 PARK MANAGER'S REPORT

The JMC considered the report of the Park Manager (Item 5 in the Minute Book).

The Park Manager reported on staffing and events at the Park. The Committee thanked staff for all of their hard work in keeping the Park operating during the past two very difficult years. The interpretation panels for the water lily drew praise from members and officers were congratulated on moving the Park forward. A link had been made with the Chichester Festival and this was considered to offer much potential for the future in the fields of music and arts in the Park. There was also a need to continue a close and positive relationship with the beneficial foundation.

RESOLVED:

That the report be noted.

8 FINAL ACCOUNTS 2002/03 AND DRAFT BUDGET 2003/04

The Committee considered the report of the County Treasurer (Item 6 in the Minute Book) presenting the final accounts for 2002/03 and the draft budget 2003/04. The treasurer drew attention to the difficult financial situation at the Park over the past 2 or 3 years where a deficit had been created and the reserves depleted. There was a need to find £20,000 in matched funding for the heritage lottery fund restoration work. Although it could not be allowed to continue, a deficit was forecast for the current year. It would be necessary to have a recovery plan to resolve the situation. The targets and the appendices were considered to be very challenging and should not be underestimated.

The reserve account was overdrawn by £8,979. A one-off contribution of £21,000 would be required to balance the books. The County Council had contributed £130,000 towards the deficit caused by Foot and Mouth Disease. The JMC were to ask Havant Borough Council to consider making a proportional contribution, if necessary with the County Council first paying this, and the Borough Council making stage payments. It was suggested that the JMC approach the Hampshire Gardens Trust for a grant. East Hampshire Borough Council stated that they were unable to find any sources of finance, but the JMC were advised to keep asking for cash as there might be money for specific projects. The Executive Member for Environment requested that the letter be sent to partner authorities seeking grants, and that the Officers Steering Group monitor progress of such applications. The JMC was asked to write to East Hampshire District Council Area South for grant aid and Councillor Clegg undertook to send the Park Manager a form so that he could make an application for funds.


RESOLVED:

(a) That the final accounts 2002/03 be approved.


(b) That the overall financial situation and the current budget for 2003/04 be noted.


(c) That the partner authorities be urged to make good the deficit in the general reserve and the shortfall in the matched funding for the lottery project.


(d) That a recovery plan be put in place immediately to bring the Park to at least a break even position.

9 HERITAGE LOTTERY FUND RESTORATION PROGRAMME

The Committee considered the report of the Director of Property, Business and Regulatory Services (Item 7 in the Minute Book) outlining the latest situation regarding the heritage lottery bid and progress of work. It was reported that building an advanced works - the terrace and sawmills had been completed in September, 2002 and that there had been no significant vandalism other than some relatively minor graffiti which could be treated. The Ornamental Farm (Section 1) repairs were satisfactorily completed in August, 2002. The main works on the ornamental farm (Section 2) main works contract had been let in the sum of £1,250,000 and a start made on site in July, 2003 and a completion date for the refurbishment of existing tearooms and farm buildings by December, 2003 and the new education building by March, 2004. The Heritage Lottery Fund grant would be committed to the full amount and reflected the affordable scope of works as agreed with the Heritage Lottery Fund (HLF). Once the current contract was completed there would be approximately £150,000 remaining to be committed primarily for landscaping to Leigh Park Gardens. A new application for additional funds was being prepared to submit to the HLF.

RESOLVED:

That the report be noted.

10 NOTES OF THE OFFICERS GROUP HELD ON 19 JUNE, 2003

The Joint Management Committee received and noted the notes of the Officers Group held on 19 June, 2003.

11 CALENDAR OF MEETINGS

Joint Management Committee - Friday 5 December 2.00 p.m. (venue to be announced)
Stakeholders' meeting - Friday 24 October (to be confirmed)

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