Agenda and minutes

Apologies for absence were received from Cllrs Osborne, Reilly and Sleep.

To confirm the minutes of the meeting held on 10 July 2023.

RESOLVED:

That the minutes of the meeting held on 10 July 2023, be confirmed.

Note: Cllr M Wade reported that in minute number 25, relating to Council questions, that the Portfolio Holder for Community, Safety and Wellbeing stated he would provide an answer outside of the meeting to the supplementary question on Question 1.  This had not been provided to date and therefore requested that a written response be provided to the Council. 

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.

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

Engagements

The Chairman referred to the following recent engagements:-

12 July

Attended the Annual Civic Heads Dinner with the new Lord Mayor and Lady Mayoress of the City of Portsmouth.

19 July

Attended the Grand Opening of Platinum Jubilee Business Park, along with various representatives from NFDC.  The Chairman gave a speech to officially open the business park.

24 July

Attended the evening annual show dinner, for the New Forest and Hampshire County Show and well as the show on one of the 3 days.  The District Council had a coast and climate themed stand this year, which was awarded second place for best large trade stand from the Show's organisers.  The Chairman presented rosettes to the heavy horse musical drive.

28 July

Attended the new Mayor of New Milton, the Vice-Chairman, Cllr David Hawkins investiture.  The Chairman met local residents and Councillors from New Milton Town Council.

2 September

Attended and carried out a reading at an Annual Commemoration event hosted by the Friends of New Forest Airfields.  During World War 2, the New Forest was host to 12 Airfields which supported aircrew from many nations in many flying roles. In particular was the build up for D-Day. To recognise this immense task and sacrifice, the New Forest Airfields Memorial was created at which an annual commemoration was held to honour the people who worked and the aircrew who were lost.

The Chairman expressed his thanks to the Vice-Chairman who, on 11 July, attended the Civic Service for the Mayor of Test Valley Borough and the annual civic service for the Mayor of Havant on 3 September.

Report of Cabinet – 6 September 2023 (Agenda Item 5)

The Chairman reminded members that there were two parts to the report of Cabinet, which provides members the opportunity to comment on the items resolved by Cabinet, before moving onto the items that require a Council decision.

At Part Two, the Chairman reported he would formally ask for a mover and seconder on each item and that the Council would vote on each item separately.

Annual Canvass

The Leader reported that the annual canvass was being carried out.  Residents were being reminded to check and update their details on the electoral register. This was a legal process to complete to make sure that everyone eligible could join the electoral register to be able to vote in elections. The canvass runs through to November and there was information on the website to reassure anyone who might be concerned that this contact was genuine.

Annual Community Grants

The Leader reported she was delighted to be able to announce that the annual community grant application process was open with a closing date of 31 October. The administration prioritises local action and continues to set aside funding for community grants. This year 19 organisations had been supported which cover a range of activities with grant funding of £221,600.  She encouraged organisations which might not have considered applying before to look online and apply. There were one-off capital grants to improve community facilities, and revenue grants to support the day to day running costs for organisations providing a charitable or community service or programme that would benefit the residents of the New Forest District Council.

Sewage Leak near Lyndhurst Golf Club

The Leader reported she was aware that some members had expressed deep concern about a recent incident where there was a sewage leak into a stream near Lyndhurst Golf Club; this stream ultimately flows into Beaulieu River. She shared these concerns and agreed that pollution of the District’s rivers and land was unacceptable. She gave the following update:-

The Council had been liaising with the Environment Agency who were the regulatory agency leading the investigation.

The Environment Agency had been actively dealing with this matter and its officers had been on site to mitigate and limit any environmental harm. They were gathering evidence around the incident, which would inform any potential enforcement action once all investigations were completed.

The Environment Agency would be increasing compliance checks of controlled waters to help prevent serious pollution incidents and the District Council would do all it can to support them.

The New Forest has some of the most unique and protected landscapes, habitats and rivers in the country.  She gave assurance that the District Council would continue to work hard with partners to protect and improve the environment.

To consider the report and recommendations of the Cabinet meeting held on 6 September 2023 (to follow).

For reference, the Cabinet agenda and reports are published on the Council’s website at the following link:-

https://democracy.newforest.gov.uk/ieListDocuments.aspx?CId=133&MId=7731

PART I – ITEMS RESOLVED BY CABINET

Item 1 – Feasibility Study to deliver long term value from Appletree Court, Lyndhurst

A number of Members questioned whether the expenditure of up to £100,000 for a feasibility study was a good use of public funds and how this amount had been derived.  The Portfolio Holder for Finance and Corporate suggested that as this matter was raised as a Council question; he would respond to members later in the meeting.

Item 2 – Financial Monitoring Report

One Member raised a question in relation to paragraph 5.3 of the Cabinet report.  He asked why the £35,000 received as a Government grant towards projects relating towards Domestic Abuse was being transferred to an earmarked reserve for future use.  He highlighted that there had been an increase in recorded domestic abuse incidents over the last year and therefore felt that the funding should be used to help victims of this now rather than in the future.  In response, the Portfolio Holder for Finance and Corporate noted that funding would be set aside to enable the options for expenditure to be reviewed. Projects would be brought forward in a structured manner with clear objectives.

PART II – RECOMMENDATIONS TO COUNCIL

Item 3 – Strategic Risk Register

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

Two matters were raised by Members for the inclusion into the Strategic Risk Register.  One being, the use of Reinforced Autoclaved Aerated Concrete (RAAC) and whether it was present within buildings owned and maintained by the Council, also giving consideration to the buildings within the wider community.  The other matter related to Strategic Risk (SSR) no 5, in relation to data risk.  It was suggested that there be a detective control to identify whether any breaches had occurred which had previously been undetected.  The example was provided of the Electoral Commission data breach which had occurred in 2021 but had not been detected until 2022.  The Leader reported that the Audit Committee would consider these matters.  She confirmed that RAAC had not currently been identified within the Council’s estate, however investigation work was ongoing.

RESOLVED:

That the Strategic Risk Register, be adopted.

Item 4 – Vehicle and Plant Replacement Programme

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

RESOLVED:

That Council approve:-

(a)   A supplementary budget of £126,000 for the revised budgets for Vehicles and Plant Replacement Programme for 2023/24; and

(b)   A revised budget of £2.102 million for the Vehicle and Plant Replacement Programme for 2024/25.

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 6 September 2023).

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 making of an Article 4 Direction in Pennington to remove permitted development rights.

·        From Cllr Millar to the Portfolio Holder for Planning and Economy, Cllr Tipp, on a policy to minimise the use of treated water in future allotments.

·        From Cllr M Wade to the Portfolio Holder for Finance and Corporate, Cllr Heron, on the proposed £100k on a consultant’s report for the future use of Appletree Court.

·        From Cllr Clark to the Portfolio Holder for Finance and Corporate, Cllr Heron, on the investigation of Reinforced Autoclaved Aerated Concrete within the Council’s estate.

·        From Cllr A Wade to the Portfolio Holder for Planning and Economy, Cllr Tipp, on the issue of granting of planning permission for Fawley Power Station.

·        From Cllr Brand to the Portfolio Holder for Community, Safety and Wellbeing, Cllr Poole, on the unsolved burglaries in Lyndhurst and Minstead.

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

To agree the following meeting dates for 2024/25 (Mondays at 6.30 pm):-

·        13 May 2024 (AGM, already agreed)

·        8 July 2024

·        16 September 2024

·        14 October 2024

·        9 December 2024

·        24 February 2025

·        14 April 2025

·        12 May 2025 (AGM)

RESOLVED:

That the following dates of meetings for 2024/25, be agreed (Mondays at 6.30pm):-

·        13 May 2024 (AGM, already agreed)

·        8 July 2024

·        16 September 2024

·        14 October 2024

·        9 December 2024

·        24 February 2025

·        14 April 2025 

·        12 May 2025 (AGM)

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

There were no changes.