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Extraordinary Council MeetingAgenda
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28 August 2025
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Extraordinary Council MeetingAgenda
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28 August 2025
summons
To All Members of the Council
You are hereby summoned to attend an Extraordinary Meeting of the District Council to be held in Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA on Thursday, 28 August 2025 at 6.30 pm
Kate Ryan
Chief Executive
Appletree Court, Lyndhurst, Hampshire. SO43 7PA
www.newforest.gov.uk
This agenda can be viewed online (https://democracy.newforest.gov.uk). It can also be made available on audio tape, in Braille and large print.
Members of the public are welcome to attend this meeting. The seating capacity of our Council Chamber public gallery is limited under fire regulations to 22.
Members of the public can watch this meeting live, or the subsequent recording, on the Council’s website. Live-streaming and recording of meetings is not a statutory requirement and whilst every endeavour will be made to broadcast our meetings, this cannot be guaranteed. Recordings remain available to view for a minimum of 12 months.
Anyone wishing to attend the meeting should contact the name and number shown belowError! Unknown document property name..
AGENDA
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Apologies |
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1. |
Declarations of Interests |
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To note any declarations of interests made by members in connection with an agenda item. The nature of the interests must also be specified.
Members are asked to discuss any possible interests with Democratic Services prior to the meeting. |
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2. |
Extraordinary Council Meeting Requisition - Review of new waste collection service phase 1 roll out and motion to suspend phases 2 and 3 (Pages 7 - 48) |
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Following a request by six councillors (Cllrs M Wade, Millar, J Davies, Harrison, Clark and Brand), the Chairman of the Council has called this Extraordinary Meeting to receive:-
· The enclosed officer report, detailing a comprehensive overview of the project to launch the council’s new waste and recycling service; and
· A motion under Standing Order 22 (detailed at item 3 of the agenda), which, in the Chief Executive’s opinion, is relevant to the subject matter specified on the summons for this meeting. |
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3. |
Notice of Motion |
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In accordance with Standing Order 21, Cllr M Wade will move the following motion:-
This Council notes:
1. Ongoing waste and recycling operational issues in Phase 1 areas, including:
o Missed collections of general, recycling and food waste. o Overflowing bins and public health risks from rotting food. o Interference from free-roaming animals, particularly donkeys, as a result of changes to collection points in open forest areas. o Confusion among residents about collection point requirements. o Impact on collections in Phase 2 and 3 areas, as well as call-waiting times for residents. o Impact on NFDC officer time and staff morale.
2. The recent partner meeting of 6 August 2025 involving the Verderers, Forestry England, the New Forest Association, and the Commoners Defence Association, which acknowledged these issues and agreed trial changes to bin placement.
3. That trials to address these problems are only commencing in August, with a further partner review not until 27 August—just one day before this meeting.
4. That updated projections for the cost of the Phase 2 and 3 rollout have not been published, which would take into account the additional costs incurred for Phase 1 (including staff pay, transportation costs, officer time and other fees and charges).
5. That the Cabinet has continued to progress Phase 2 implementation despite these known issues, and before trials and risk assessments have concluded.
This Council believes that:
1. Waste removal is an essential service for residents and businesses across the New Forest area.
2. An efficient and effective rollout of Phase 2 and 3 is essential to ensure that we avoid additional costs and minimise disruption for our residents and staff.
3. That this is best achieved by learning the lessons from Phase 1 and ensuring that they are not repeated in Phases 2 and 3.
Council therefore resolves:
a) To suspend the implementation of Phase 2 and Phase 3 of the waste container rollout until:
· A full report is made to Council categorising the Phase 1 issues with clear mitigating actions identified and delivered. · Results of the trials on bin placement and container security are available and reported to Full Council. · An agreed operational policy for collection in open forest areas is in place and communicated appropriately with all relevant stakeholders. · The council reviews its commercial waste policy with regard to camping and caravan sites where there is residential use alongside commercial use. · Secure food waste container options have been identified and tested. · A full risk assessment for Phase 2 and Phase 3 areas is completed and published. · An improved communication and education service is implemented to support residents in the transition to the new service.
b) That bin placement in open forest areas should, where practicable, be inside property cattle grids pending the adoption of any secure container solution, to prevent animal access.
c) That monthly performance data be published on missed collections, animal interference incidents, complaint volumes and resolution rates, and customer service SLA compliance, for the duration of the Phase 2 and 3 rollout.
d) That the Leader of the Council and Cabinet Member for Environment and Sustainability report progress directly to Full Council before any further rollout stages proceed.
Cllr Millar will second the motion.
Under the provisions of Standing Order 42, the motion shall be referred to the Cabinet for consideration and report to the next Council meeting, as it affects the Council’s approved budgets. |
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4. |
Any Other Items Which the Chairman Decides Are Urgent |