Agenda, decisions and minutes

Cllrs Dow, Mrs McEvoy, Russell and Steele.

To confirm the minutes of the meetings held on 16 May 2016 (Special Meeting and Annual Council Meeting) as correct records.

RESOLVED:

That the minutes of the special meeting and annual meeting held on 16 May 2016 be signed by the Chairman as correct records.

To note any declarations of interest made by members in connection with an agenda item.  The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

Cllr Kendal in Minute No. 88, Report of Audit Committee dated 28 June 2016.

Cllr Mrs Rostand in Minute No. 90, item 2 of the Report of Cabinet dated 1 June 2016.

The Chairman announced that he had taken part in numerous events across the New Forest and Hampshire which had been listed in the latest Information Bulletin.

Charity Abseil

On Sunday 12 June, the Chairman abseiled down the Spinnaker Tower as part of his fundraising efforts for his two chosen charities.

Armed Forces Day

On Monday 20 June, the Chairman, along with the Chief Executive, raised the flag in honour of Armed Forces Day.

Centenary Service – New Zealand General Hospital

On Wednesday 29 June, the Chairman had the pleasure of welcoming His Excellency the Rt Hon Sir Lockwood Smith, New Zealand High Commissioner and the Hon Anne Tolley, New Zealand Minister for Social Development for the dedication of the stained glass window at St Nicholas’ Church, Brockenhurst.

Civic Service

On Sunday 3 July, the Chairman hosted his Civic Service at St Mary Magdalene Church, New Milton.  The Right Hon Sir Desmond Swayne MP led the congregation in prayers, and the Leader of the Council gave a reading.

New Forest Show

The Chairman reminded Councillors that the New Forest Show would take place on 26, 27 and 28 July. He encouraged all councillors to go along and support the event and visit the NFDC display.

Freedom of the District

Members were reminded that the Council would hold a special ceremony for the presentation of the Freedom of the District to the 17Port and Maritime Regiment RLC on Sunday 25 September 2016. Members would receive a formal invitation to the event. Members were requested to respond at their earliest convenience, so that the necessary security arrangements could be put in place.

On Friday, 1 July 2016, the Leader of the Council, along with Cllrs Mrs Beeton and Binns and the Chief Executive, welcomed several year 6 pupils from William Gilpin CE VA Primary School to Appletree Court. The students spent the day at Appletree Court learning about the work of the Council and were given a tour of the offices including an inspection of a refuse vehicle. Students were able to test their debating skills with a discussion and vote about whether sugary drinks should be taxed.

Following the success of the event, the Leader of the Council had asked officers to coordinate a similar annual event during local democracy week in October. This would allow other schools to be given the opportunity to experience how local democracy worked, and the Leader of the Council asked all members of the Council to support this event.

To consider the report of the Audit Committee dated 28 June 2016.

The recommendations arising from the meetings of: -

·        Audit Committee – 28 June 2016

·        General Purposes & Licensing Committee - 6 June 2016

·        Cabinet – 1 June & 6 July 2016

were agreed.

Cllr Kendal disclosed a non-pecuniary interest as an Executive Member for Hampshire County Council (with regard to the Treasury Management item within the report). He concluded that there were no grounds under common law to prevent him from remaining in the meeting to speak and to vote.

Cllr O’Sullivan, Chairman of the Audit Committee, presented the report of the meeting held on 28 June 2016.

On the motion that the report be received, it was:

RESOLVED:

That the report be received and noted.

To consider the report of the General Purposes & Licensing Committee dated 6 June 2016.

Cllr Clarke, Chairman of the General Purposes & Licensing Committee, presented the report of the meeting held on 6 June 2016.

Cllr Wise passed on Dr Julian Lewis’ request that the letter to local MPs include specific examples of where the Local Government Boundary Commission for England overlooked key concerns of the Council regarding their proposed changes to electoral boundaries in the New Forest.  Cllr Clarke agreed to Cllr Wise’s request.

On the motion that the report be received and the recommendations be adopted, it was

RESOLVED:

That the report be received and the recommendations adopted.

To consider the reports of the Cabinet dated 1 June and 6 July 2016 (to follow).

Cllr Mrs Rostand disclosed a pecuniary interest in item 2 of the Report of Cabinet dated 1 June 2016 on the grounds that she owned a beach hut at Milford on Sea.  She had received a dispensation to speak from the Council’s Monitoring Officer, but did not speak and abstained from voting.

The Leader of the Council, as Chairman of the Cabinet, presented the reports of the meetings held on 1 June and 6 July 2016.

On the motion that the reports be received and recommendations adopted, it was:

Item 2 – Report of the Cabinet dated 1 June 2016 – Milford on Sea Beach Hut Replacement Scheme

Cllr Harrison expressed his concerns regarding the revised cost of the Milford on Sea Beach Hut replacement scheme.  He expressed the view that the replacement scheme was too lavish given the current financial climate and that value for money should be sought for the benefit of all tax payers’ within the District. As such he had contacted theCouncil’s auditors, Ernst & Young LLP, to investigate the matter. Cllr Harrison did not support the recommendation.

Other members expressed the view that the restoration of the seafront and promenade would attract more tourists and would bring revenue to the area. The environmental enhancements also included strengthening the foundations of the replacement beach huts, which would improve flood defences for the village and along the coast. 

The Portfolio Holder for Planning & Transportation expressed the view that the Council should take advantage of this opportunity to achieve enhancements for the benefit of the community and the economy. He also said that the numerous publicly available reports which had been submitted throughout the consideration of this matter clearly detailed all budgeting and set out reasons for any alterations.

The Leader of the Council echoed the views of the Portfolio Holder, that the beach hut replacement scheme provided a great opportunity for the Council to make improvements for the benefit of Milford on Sea and the wider community.

Item 2 – Report of the Cabinet dated 6 July 2016 – Revocation of Totton Air Quality Management Area

Cllr Harrison stated his opposition to the revocation at the present time. He felt that there was no advantage to revocation, particularly given that the commercial development of Marchwood Port would be likely to increase the flow of HGV traffic along the Marchwood Bypass, and traffic in, and out of Totton would have a negative impact on air quality. He expressed the view that the Council would be able to use the existing Air Quality Management Area to its advantage, when negotiating on the amount of HGV use along the roads around Totton.  The Portfolio Holder for Planning and Transportation confirmed that air quality monitoring equipment would remain in Totton and this could be used as evidence to address any air quality issues should they arise in the future.

RESOLVED:

That the reports be received and the recommendations be adopted.

There were none.

To ask questions of Portfolio Holders. Members are reminded that questions must be submitted to the Chief Executive or to the Executive Head of Governance and Regulation by not later than noon on Friday 8 July 2016.

Question 1: from Cllr Harrison to Cllr E Heron, Planning & Transportation Portfolio Holder

“Of all the meetings I attend, arranged and supported by New Forest District Council, I have found that the most useful and productive are the local Traffic Management Meetings. They have involved knowledgeable officers, working with Parish, District and County Councillors, looking at specific local traffic issues and very often coming up with low cost solutions. I have found them always to be well organised, very focused and achieving results.

It's disappointing, to say the least, that with no consultation, I am informed that the meetings will no longer take place. Is that the best way of operating?”

Answer:

The Portfolio Holder replied that, following consultation with the District Council (which had been discussed at a recent Environment Overview & Scrutiny Panel meeting), Hampshire County Council had reviewed the traffic management agency work provided by the District Council and had decided to reduce its funding to the District from £100,000 to £40,000 next year. The budget remaining would be focused towards road safety issues which left no money to deliver, or action any requests brought forward from the meetings held between local Members and Town and Parish Councils. As such it was not necessary for these meetings to continue.  

In response to a supplementary question regarding the impact this decision would have on road safety and the quality of life for residents, the Portfolio Holder replied that despite the constrained budgets of the District and County Council, funding would continue to be directed to address road safety issues and priority road schemes.

RECOMMENDED:

That meetings be held on the following Mondays at 6.30pm:-

15 May 2017 (Annual meeting, already agreed)

10 July 2017

11 September 2017

16 October 2017

11 December 2017

26 February 2018

16 April 2018

21 May 2018 (Annual Meeting)

The meeting dates for 2017/18 and the start time of 6.30pm were agreed.

RESOLVED:

That meetings be held on the following Mondays at 6.30 pm:-

15 May 2017 (Annual meeting, already agreed)

10 July 2017

11 September 2017

16 October 2017

11 December 2017

26 February 2018

16 April 2018

21 May 2018 (Annual Meeting)

Following the appointment of Alan Bethune as Service Manager for Finance and Audit, the Council is requested to appoint him as the Council’s Chief Finance Officer, pursuant to Section 151 of the Local Government Act 1972, with Kevin Green as Deputy Section 151 Officer in his absence.

RECOMMENDED:

That Alan Bethune, Service Manager for Finance and Audit be appointed as the Council’s Chief Finance Officer, pursuant to Section 151 of the Local Government Act 1972, with Kevin Green as Deputy Section 151 Officer in his absence.

The recommendation to appoint Alan Bethune, Service Manager for Finance and Audit be appointed as the Council’s Chief Finance Officer, pursuant to Section 151 of the Local Government Act 1972, with Kevin Green as Deputy Section 151 Officer in his absence was approved.

RESOLVED:

That Alan Bethune, Service Manager for Finance and Audit be appointed as the Council’s Chief Finance Officer, pursuant to Section 151 of the Local Government Act 1972, with Kevin Green as Deputy Section 151 Officer in his absence.

To consider any changes to the membership of Committees or Panels that might be proposed by the political groups.

No changes to committees or panels were proposed by the political groups.