Agenda and minutes

Apologies for absence were received from Cllrs England, Millington and Rippon-Swaine.

To confirm the minutes of the meeting held on 11 December 2023 as a correct record.

RESOLVED:

That the minutes of the meeting held on 11 December 2023, be confirmed.

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.

All Members of the Council had been granted the necessary dispensations to speak and vote on the Scheme of Members’ Allowances, the annual budget and setting of the Council tax for 2024/25.

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

Cllr A Wade declared, for transparency purposes, his employment by Hampshire and Isle of Wight Fire and Rescue Authority, a precepting authority in respect of the overall level of Council tax.

Cllr J Davies declared, for transparency purposes, his employment by a taxi operator, subject to the fees and charges in respect of the licensing service for 2024/25.

Former Cllr Paul Woods

The Chairman reported with great sadness the recent passing of former Cllr Paul Woods.

Paul was first elected to NFDC in May 1999 to the Becton Ward, serving 4 terms on this Council before standing down in May 2015, giving 16 years of service to the Council.

Paul sat on many committees during his time with the Council, including the Appeals Committee, Corporate Overview Panel, Environment Review Panel, which he chaired for 5 years between 2002 and 2007 and the Planning Committee.

Paul served on a number of outside bodies, including Forest Arts Consultative Committee and the New Forest Road Safety Committee.  He also served on the Project Integra Management Board, holding the Deputy Chairman position during 2003/04.

Paul held the office of Chairman of the Council for 2008/09.

The Chairman would represent the Council at Paul’s funeral, which would take place at 12.00 noon on 6 March, at New Forest Crematorium, New Milton.

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

Engagements

The Chairman reported on the following recent engagements:-

13 January

A service of welcome to the Right Reverend Philip Mounstephen as the 98th Bishop of Winchester.  The Bishop was accompanied by the Archdeacon of Canterbury and officers of the Diocese.

21 January

The Mayor of Fareham Borough Council hosted a Civic Church service at St Peter’s Church in Titchfield.

24 January

The Chairman was honoured to cut the ribbon to officially open Penman House, transforming the site of the former Testwood Social Club on Salisbury Road.  These new homes meet the Government’s proposed Future Home Standards.

25 January

The regular meet and greet session with new NFDC employees at Appletree Court.

4 February

The Civic Service for the Chairman of East Hampshire District Council, at St Peter’s Church in Petersfield.

9 February

The Mayor of Christchurch held a charity concert at Christchurch Priory, with music from the Christchurch and District Town Band, La Nova singers and a special guest soloist, John Starkes.  The event was in support of SSAFA, the Armed Forces Charity, and the Water Lily Project, a Christian charity that is passionate about supporting and empowering women across Bournemouth, Christchurch, and Poole areas and helping them back to independent living.

11 February

The Mayor of Gosport’s Civic Service at the Freedom Church.  The theme was ‘Love Ukraine’ and the Chairman was honoured to be personally mentioned for his community work in Totton.

24 February

Supported the Mayor of New Milton’s nominated charity, Ashley Family Hub, at the South Lawn Hotel in Milford on Sea.

Procedures

The Chairman referred to the significant amount of business for the meeting, including a number of required recorded votes on key budget decisions.  He welcomed Members’ support in the smooth running of the meeting.

Waste Strategy and Service

The Leader reported that she had wrote a letter to the Rt Hon Steve Barclay MP, Secretary of State for Environment, Food and Rural Affairs, on behalf of the Council with regards the need for certainty regarding the future collection model and the associated financial support.  This was in light of the Council’s own planning for the implementation of a new waste service and the impact of ongoing uncertainty.  This had also been pursued by the District Councils Network.  Since then, the Government had confirmed that £1.8m of capital funding for food waste vehicles and containers would be provided before the end of this financial year. Council officers continued to discuss this and ongoing revenue funding with Defra as the Council worked to finalise the Waste Strategy implementation plans.

Southern Water

The Leader acknowledged that Members shared her concerns over the performance of Southern Water during the recent water supply disruption.  She had written a joint letter with Leaders across Hampshire and Southampton to Southern Water and forwarded a copy of this to Members.  The Leader today represented the Council with the Chief Executive at a meeting and pressed for early investment to prevent New Forest residents bearing the brunt of water shortages every time there is an issue with Testwood lakes.

Ringwood Brewery

The Leader referred to a request in December, as to what the Council was doing in relation to the announced closure of Ringwood Brewery by the Carlsberg and Marston Brewing Company (CMBC).  She had committed to meet with a representative of a local consortium who were looking to take the brewery on going forward. The Leader subsequently had that discussion and also met face to face with senior representatives from the CMBC, to outline the Council’s disappointment that the brewery was closed with short notice and that local people feel they were not given the opportunity to progress with a purchase.  The Leader was keen to discuss whether there was any prospect of resurrecting the proposals to retain the brewery and the iconic Ringwood brands.

CMBC asserted that detailed discussions did take place with one group of local business people but no viable proposition came forward.  To date, the Council had been unable to verify that position.  CMBC additionally stated that the Ringwood brands were no longer for sale.  The Leader highlighted her disappointment, as the brands would be key to taking forward any proposal to continue brewing in the town.

CMBC did provide assurances that the brewing equipment would remain in the premises until the site is sold and, as such, the option is still there for interested parties to work with them.

Further to the Leader’s statement in December, there is a limit to the influence that the Council has over the actions of a private company. She hoped there would be a positive outcome, despite this appearing unlikely given CMBC’s current position.  The Leader’s door remained open both to CMBC and local business people, should a positive way forward  ...  view the full minutes text for item 58.

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 26 January 2024.  Cllr Hartmann seconded the motion.

RESOLVED:

That the Council approve:-

(a)   The Treasury Management Strategy 2024/25 to 2026/27 including the Annual Treasury Management Investment Strategy for 2024/25 (and the remainder for 2023/24) and the Treasury Indicators contained within Annex A of the Audit Committee report; and

(b)   That authority be delegated to the Section 151 Officer, who in turn delegates to Hampshire County Council’s Deputy Chief Executive and Director of Corporate Operations, as agreed in the Service Level Agreement, to manage all Council investments and borrowing according to the Treasury Management Strategy Statement as appropriate.

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 26 January 2024.  Cllr Hartmann seconded the motion.

RESOLVED:

That the Investment Strategy 2024/25 be approved.

Cllr Tungate introduced the report and moved the recommendations from the General Purposes and Licensing Committee meeting held on 5 January 2024.  In doing so, he confirmed that objections had been received to the proposed taxi licensing fees and therefore recommendation ii was no longer applicable for the Council meeting.  Cllr Young seconded the motion.

RESOLVED:

That the Council:-

(a)   Approves the proposed fees (with the exception of taxi licence fees) for financial year 2024/25 as set out in Appendix 1 of the Cabinet report; and

(b)   Delegates authority to General Purposes and Licensing Committee to make the decision as to the level of taxi licensing fees for 2024/25 should objections to the proposed fees be raised during the public consultation period.

Cllr Cleary introduced the report and moved the recommendations from the HR Committee meeting held on 11 January 2024.  Cllr S Davies seconded the motion.

RESOLVED:

That the Pay Policy Statement 2024/25 at Appendix 1, be approved.

PART I – ITEMS RESOLVED BY CABINET

There were no speakers on the items resolved by Cabinet at its meeting on 7 February 2024.

PART II – RECOMMENDATIONS TO COUNCIL

Item 2 – Asset Maintenance and Replacement Programme and General Fund Capital Programme 2024/25

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

RESOLVED:

That the Council approve:-

(a)   The schedule of projects, as included at Appendix 1 and 2 of the Cabinet report, within the 2024/25 budget, noting this commits the Council to expenditure beyond 2024/25 whereby a project commences in 2024/25 and extends into future years; and

(b)   The Vehicle & Plant replacement programme, for a 2-year period, covering purchases due in 2024/25 and 2025/26.

Item 3 – Capital Strategy 2024/25

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

RESOLVED:

That the Capital Strategy 2024/25 be approved, including the adoption of the MRP statement.

Item 4 – Community Grants 2024/25

Cllr Poole introduced the item and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

RESOLVED:

That the Council approve:-

(a)   The Community Grant awards, totalling £130,000 in revenue grants and £96,040 in capital grants, as set out in Appendix 1 (of the report to Cabinet), and in more detail in Appendix 2, be approved for inclusion in the Medium-Term Financial Plan and proposed budget for 2024/25;

(b)   The proposed recommendations as set out in section 4.2 of the report to Cabinet.

(c)   The Community Transport grants totalling £51,100, as set out in section 5.5 of the report to Cabinet along with the recommendation to respond to the HCC consultation, as detailed in 5.7.

Item 5 – Local Plan Review

Cllr Tipp introduced the item and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

A number of Members highlighted the importance of moving forward with a new local plan at this stage, to meet the needs of the District.  This would include engaging with developers and communities to also understand if any undelivered parts of the current local plan could be retained to meet housing needs.  Ensuring a positive relationship with Town and Parish Councils as part of the neighbourhood plan process was also highlighted.

In responding to the debate, the Portfolio Holder highlighted that consultation would be undertaken throughout the process and the Council was committed to meeting with Town and Parish Councils as part of neighbourhood planning.

RESOLVED:

That the Council agree to:-

(a)   Commence a full review of the adopted Local Plan, to include Local Plan Part 1: Planning Strategy 2020 and policies saved from earlier local plans, and the preparation of a Design Code(s) for the Plan Area;

(b)   Publish the updated Local Development Scheme work programme at appendix one, initially to cover financial years 2024/25 and 2025/26;

(c)   Approve an initial Local Plan budget covering the next two financial years of £700,000, noting that  ...  view the full minutes text for item 63.

Ahead of the Supplementary Council Agenda publication, which will follow the Cabinet meeting, the background Cabinet reports relating to this meeting can be viewed on the Council’s website at the following link:-

Cabinet – Wednesday 21 February 2024

PART I – ITEMS RESOLVED BY CABINET

There were no items resolved by Cabinet in this report.

PART II – RECOMMENDATIONS TO COUNCIL

Item 1 – Waste Strategy Implementation – Revised Timeline and Financial Appraisal

Cllr Blunden introduced the item and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

RESOLVED:

That the Council agree that:-

(a)   Officers proceed to take the necessary decisions to implement the service changes for refuse collection, recycling and food waste collections as set out in Section 5 of the Cabinet report, in readiness for commencement of the new service in Spring 2025;

(b)   The budget requirements as set out in section 7 of the Cabinet report are approved, noting that these are included in the Council’s Medium Term Financial Plan.  Council notes in particular the anticipated service roll out costs for 2025/26 at £1.4 million, with a likely offset of £0.8 - £1.2 million through the receipt of EPR funding, and the additional budget requirement for transitional costs, increasing from £1.224 million to £1.825 million;

(c)   Officers continue procurement processes to secure the necessary vehicles, wheeled bins, food caddies and other containers, including ancillary services in order to deliver the new service; and

(d)   Officers continue to work with Hampshire County Council and other Hampshire partners to identify the best long-term solution to recycling collections and processing to meet the Government requirements and return to Cabinet for a final decision.

Item 2 – Housing Revenue Account Budget and the Housing Sector Capital Expenditure Programme 2024/25

Cllr S Davies introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

The recommendations were put to a recorded vote, the outcome of which was as follows:-

Voting for:- Cllrs Alvey, Armstrong, Blunden, Brand, Clark, Clarke, Cleary, Craze, Crisell, Cullen, J Davies, S Davies, Dowd, Dunning, Glass, Harrison, Hartmann, Hawkins, Haywood, Heron, Linford, Mballa, McCarthy, Millar, Murray, O’Sullivan, Osborne, Parker, Penman, Penny, Poole, Rackham, Reid, Reilly, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, A Wade, M Wade, Ward, Woods, Young.

Voting against:- None.

Abstaining:- None.

The recommendations were carried unanimously, 45 in favour, 0 against, 0 abstaining.

RESOLVED:

That Council approve the HRA budget and housing public sector capital expenditure programme for 2024/25, as follows:-

(a)   That from 01 April 2024, an increase in rents of 7.7% from the 2023/24 weekly rent level, in accordance with Government guidelines, be agreed;

(b)   That from 01 April 2024, an increase in garage rents of 15% from the 2023/24 weekly rent level be agreed;

(c)   That from 01 April 2024, an increase in shared ownership property rents of 9.4% from the 2023/24 weekly rent level, in accordance with Government guidelines of RPI +0.5%, be agreed, and that the weekly rent of one additional property sold under previous legislation be increased by 7.7%;

(d)   That from 01 April 2024 the new disaggregated approach to Service charges, which will reflect transparent and up to date annual charges for all eligible communal and domestic charges  ...  view the full minutes text for item 64.

The Council considered the Council Tax for 2024/25.

The Leader moved the recommendations in the report.  Cllr S Davies seconded the motion.

The recommendations were put to a recorded vote, the outcome of which was as follows:-

Voting for:- Cllrs Alvey, Armstrong, Blunden, Clarke, Cleary, Craze, Crisell, S Davies, Dunning, Glass, Hartmann, Hawkins, Heron, Linford, Murray, O’Sullivan, Penman, Penny, Poole, Reid, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, Ward and Young.

Voting against:- Cllr Reilly.

Abstaining:- Cllrs Brand, Clark, Cullen, J Davies, Dowd, Harrison, Haywood, Mballa, McCarthy, Millar, Osborne, Parker, Rackham, A Wade, M Wade and Woods.

The recommendations were carried, 28 in favour, 1 against, 16 abstaining.

RESOLVED:

That the recommendations be approved.

To ask questions under Standing Order 22.  Questions received will be published ahead of the meeting.  (Members are reminded that questions must be submitted to Democratic Services by no later than 12.00 noon, Wednesday 21 February 2024).

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

·        From Cllr J Davies to the Portfolio Holder for Planning and Economy, Cllr Tipp, on the Local Plan.

·        From Cllr Rackham to the Portfolio Holder for Planning and Economy, Cllr Tipp, on planning in a National Park area.

·        From Cllr Brand to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on missing refuse and recycling bags.

·        From Cllr Millar to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on property assessments for the new Waste Strategy.

·        From Cllr Rackham to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on the Car Parking Strategy.

·        From Cllr J Davies to the Chairman of the General Purposes and Licensing Committee, Cllr Tungate, on the draft Taxi Licensing Policy.

Note: A copy of the full questions and replies are attached to these minutes.

In accordance with Standing Order 21, Cllr J Davies will move the following motion:-

“This Council is concerned by Hampshire County Council's plans to close Marchwood and Somerley Recycling Centres.

This Council believes these plans will increase fly-tipping in the New Forest and mean more money is spent by New Forest District Council on removing fly-tipped waste.

This Council calls for a corporate response to the consultation to be prepared expressing this council's opposition to the closure of any New Forest Recycling Centre.

This Council further calls on the Leader of the Council to write to the Government highlighting the dire financial situation of local authorities and urging the Government to make more funding available so local authorities do not have to cut vital public services.”

Cllr Rackham will second the motion.

Under the provisions of Standing Order 42, the above motion, after being proposed and seconded (without speeches), should stand referred to the body within whose terms of reference the subject matter of the motions comes, or the Cabinet or such Committees or Panels that the Council may determine.

The Chairman may allow the motion to be dealt with at this meeting if they consider it urgent, convenient or conducive to the despatch of business.

In accordance with Standing Order 21, Cllr J Davies moved the following motion:-

“This Council is concerned by Hampshire County Council's plans to close Marchwood and Somerley Recycling Centres.

This Council believes these plans will increase fly-tipping in the New Forest and mean more money is spent by New Forest District Council on removing fly-tipped waste.

This Council calls for a corporate response to the consultation to be prepared expressing this council's opposition to the closure of any New Forest Recycling Centre.

This Council further calls on the Leader of the Council to write to the Government highlighting the dire financial situation of local authorities and urging the Government to make more funding available so local authorities do not have to cut vital public services.”

Cllr Rackham seconded the motion.

The Chairman referred to the provisions of Standing Order 42, which stated that the motion should stand referred to the body within whose terms of reference the subject matter of the motions comes, or the Cabinet or such Committees or Panels that the Council may determine.  The Resources and Transformation Overview and Scrutiny Panel would in due course be considering a report on the Chief Finance Officer’s proposed corporate response to the Hampshire County Council consultation referenced in the motion.  On that basis, it was considered appropriate to refer the motion to the Panel to be considered as part of this piece of work.

RESOLVED:

That the motion be referred to the Resources and Transformation Overview and Scrutiny Panel.

The Council officers named in the report left the room for this item of business.

The Leader of the Council moved the recommendations in the report.  Cllr S Davies seconded the motion.

Members of the Council spoke in support of the proposed appointments.

RESOLVED:

That the Council approves:-

(a)   The appointment of Richard Knott as Strategic Director – Housing and Communities of New Forest District Council; and

(b)   The appointment of Tanya Coulter as Monitoring Officer of New Forest District Council (substantive post – Assistant Director – Governance).

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

There were no changes.