Agenda and minutes

Apologies for absence were received from Cllrs Blunden, Carpenter, Clark, J Davies, Duke, England, Glass, Gossage, Hopkins, Osborne and Reid.

To confirm the minutes of the meeting held on 11 October 2021 as a correct record.

RESOLVED:

That the minutes of the meeting held on 11 October 2021, be confirmed.

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.

There were no declarations of any disclosable pecuniary interests by Members.

Les Puttock

The Chairman referred with great sadness to the recent passing of former councillor and Chairman, Les Puttock.  Les represented the Ashurst, Copythorne South and Netley Marsh Ward from 2003 until he stood down in May 2019.

Les sat on many committees during his time with NFDC, including the Appeals Committee for the whole time he was a councillor, as well as serving on the General Purposes and Licensing Committee which he also chaired, the Leisure Review Panel and Planning Development Control Committee.

He represented the Council on various Outside Bodies, with a particular interest in road safety, serving on the New Forest Road Safety Council from 2007 to 2011, when it then became the Road Safety Council, which Les continued to serve on until he stood down in 2019.

Most notably, Les was the Council’s Vice Chairman for the year 2008/09 and the Chairman of the Council for 2009/10.

The Chairman, on behalf of the Council, expressed his sincere condolences to Les’ family and friends, and placed on record the Council’s thanks for the eminent service Les had given to the District.

Other Members of the Council paid tribute to Les.

Engagements

The Chairman reported on the following recent engagements:-

14 November 2021

Represented the District at the Remembrance Sunday commemorations, along with the Deputy Lieutenant and the Leader of the Council at the service, parade and wreath laying in Lyndhurst.

15 November 2021

Attended the AGM for New Forest Mencap, as Honorary President.

16 November 2021

Attended the laying up of the old colours for the 1st Battalion of The Princess of Wales Regiment, held at Winchester Cathedral.

19 November 2021

Attended the Beaulieu Estate Dinner, at the invitation of Lord and Lady Montagu.

2 December 2021

Attended the New Forest Brilliance in Business Awards, at Brockenhurst College.

28 November 2021

The Vice-Chairman attended the Annual Civic Service at the Priory Church of St Mary the Virgin, Havant, hosted by the Mayor and Consort of Havant.

Kate Ryan

The Chairman, along with Council Members, formally welcomed the Council’s new Chief Executive, Kate Ryan, to her first Full Council meeting.

Solent Freeport

The Leader was pleased to report that the Freeport Board had submitted its outline business case plus on Friday 26 November 2021.  The business case was now being evaluated by the Department for Levelling Up, Housing and Communities and HM Treasury.  The Council was hopeful that notification of approval would take place during the first week of January.  Once approval had been given, the full business case would need to be developed and the Council would have a key role to play in its preparation and approval for submission in March 2022.

Arts Council England

Members welcomed the news that, working with partners Energise Me, Folio, The Handy Trust and the National Park, the District had been awarded between £750k and £1m over the next 3 years from Arts Council England’s Creative People and Places fund for the Culture in Common initiative.  This would help to develop a thriving community driven arts scene that connected and celebrated the disparate communities of the New Forest District. The programme would learn from, inspire and enable communities to enjoy, commission and create their own artistic opportunities.  Culture in Common’s vision is to spark cultural engagement across the District through a sustainable and inclusive cultural offer led by the people who live there.

In addition, the Leader was pleased to announce that an agreement in principal from Arts Council England had been reached to joint fund an officer on a fixed term project, as a result of being identified as a Priority Place. This role would help the Council to identify opportunities to build on the great work that the Arts and Cultural communities were delivering across district.

Colin Read

The Leader referred to Colin Read, the Interim Chief Executive, who was attending his final Council meeting.

Members of the Council paid tribute to Colin for the way he had skilfully guided the Council through the last few months ahead of the start date of the new Chief Executive.

In recognition of Colin’s service to the Council over many years, the Leader of the Council and Leader of the Opposition confirmed that Colin’s name would be added to the board in the main stairway of Appletree Court, alongside previous Chief Executives.

To consider the reports of the Cabinet dated:-

·         3 November 2021; and

·         1 December 2021 (to follow).

The Leader of the Council first presented the report of the Cabinet meeting held on 3 November 2021 and moved that it be received.  Cllr Cleary seconded the motion.

Paragraph 4 – Appointments to Outside Body – New Forest National Park Authority

Members of the Council acknowledged and wished to record their thanks for the significant work and contribution of Cllr Rickman on the National Park of Authority over a number of years.  It was noted that Cllr Rickman had been a key member of the Planning Committee and an active Member supportive of the partnership plan.

The Leader of the Council then presented the report of the Cabinet meeting held on 1 December 2021 and moved the adoption of the recommendations.  Cllr Cleary seconded the motion.

Paragraph 1 – Medium Term Financial Plan

In response to a question on the cost of parking clocks, the Leader of the Council confirmed that fees and charges would continue to be set in the normal way, although it was anticipated that the change in the clock prices for 2022 should be sufficient to cover the increased costs of operating the new virtual scheme.

RESOLVED:

That the report be received and the recommendations be adopted.

To consider the report of the Audit Committee dated 29 October 2021.

Cllr O’Sullivan presented the report of the Audit Committee meeting held on 29 October 2021 and moved the adoption of the recommendations.  Cllr Lane seconded the motion.

RESOLVED:

That the report be received and the recommendations be adopted.

To consider the report of the General Purposes and Licensing Committee dated 22 November 2021.

Cllr Clarke presented the report of the General Purposes and Licensing Committee meeting held on 22 November 2021 and moved the adoption of the recommendations.  Cllr Tungate seconded the motion.

RESOLVED:

That the report be received and the recommendations be adopted.

To consider the report of the HR Committee dated 23 November 2021.

The Leader of the Council presented the report of the HR Committee meeting held on 23 November 2021.  Cllr Harris seconded the motion.

RESOLVED:

That the report be received and the recommendations be adopted.

Under Standing Order 22.

There were none.

To ask questions of Portfolio Holders. Questions received will be tabled at the meeting.  (Members are reminded that questions must be submitted to the Chief Executive or to the Executive Head of Governance and Housing by not later than 12.00 noon on Friday 3 December 2021.)

Questions were put and answered under Standing Order 22A as follows:-

·         Cllr Rackham to the Portfolio Holder for Partnering and Wellbeing, Cllr Blunden on crime figures.

·         Cllr A Wade to the Portfolio Holder for Business, Tourism and High Streets, Cllr Harris, on support to businesses.

·         Cllr Craze to the Portfolio Holder for Planning, Regeneration and Infrastructure, Cllr Andrews, on the introduction of a PSPO on the open Forest.

·         Cllr Hawkins to the Portfolio Holder for Environment and Coastal Services, Cllr S Davies, on Milford on Sea works.

·         Cllr Tungate to the Portfolio Holder for Environment and Coastal Services, Cllr S Davies, on Hurst Castle restoration.

·         Cllr Lane to the Leader of the Council, Cllr E Heron, on progress with support to the campaign for the introduction of an Average Speed Camera system on the B3078 Roger Penny Way.

Note – a copy of the full questions and replies are attached to these minutes.

To consider the following:-

·         a review of the size of the Planning Committee;

·         the quorum rules for Committees and Panels;

·         the allocation of seats to the political groups on those Committees and Panels to which political balance rules apply; and

·         to approve the appointment of Members to Committees and Panels.

The Leader of the Council moved the adoption of the recommendations contained within the report, which included a reduction in the size of the Council’s Planning Committee from 20 to 16, a change in the quorum rules for the Cabinet, Committees and Panels, and the necessary appointments to Committees and Panels in accordance with the principles as set out in Section 15 of the Local Government and Housing Act 1989.  Cllr Cleary seconded the motion.

The Council, having received both the wishes of the political groups and the preferences of the non-aligned Members, considered the option to allocate seats to the non-aligned Members as nearly as possible in proportion to the number of those Members on the Council.

The Chairman confirmed that he would take any debate and a vote on recommendation 1.1 first, that the number of seats on the Planning Committee be reduced from 20 to 16.  Some Members spoke against the proposal and highlighted that the wide representation across the District that 20 councillors provided was an important factor, alongside the responsibility of councillors to manage their attendance.  Those speaking in support of the recommendations cited the Local Government Association Planning Advisory Service (PAS) recommendations, and that a third of the Council sitting on the Committee was not sustainable, particularly given the National Park Authority’s role as the Planning Authority for a significant geographical area in the District.  This recommendation was put to a vote and carried.

The Chairman then invited debate on the proposal to change the Council’s quorum rules as outlined in paragraph 2.3 of the report.  Some Members spoke against the proposal, citing the possibility of some meetings taking place with no more than three Members.  It was noted that this was the minimum allowed under the proposed quorum rules for Committees and Panels that had fewer than 12 seats.  The principle of a quarter of the membership applied for Committees and Panels with 12 or more seats, consistent with the quorum rules for Council meetings.  Some Members speaking in support of the recommendations argued that attendance was a matter for each individual Member to be held accountable for.  This recommendation was put to a vote and carried.

RESOLVED:

1.      That the number of seats on the Planning Committee be reduced from 20 to 16;

2.      That the Council’s Standing Orders relating to quorum be amended as outlined at paragraph 2.3 of the report;

3.      That the allocation of seats to committees and panels in accordance with the principles set out in the report, be agreed as at the table at paragraph 4.6 of the report;

4.      That the Council gives effect to the wishes of the political groups in making appointments to these Committees and Panels, for the remainder of the four year period ending May 2023;

5.      That the effective date of the decisions above be 1 January 2022; and

6.      That the Monitoring Officer be authorised to make the consequential changes to the Constitution arising from the above.