Agenda and minutes

Apologies for absence were received from Cllrs Blunden, Clark, S Davies, England and A Wade.

To confirm the minutes of the Special and Ordinary meetings held on 9 October 2023 as correct records.

RESOLVED:

That the minutes of the Special and Ordinary Council meetings held on 9 October 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.

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

Grainne O’Rourke

The Chairman reported that it was the final full Council meeting for the Strategic Director for Housing, Communities and Governance, and the Council’s Monitoring Officer, Grainne O’Rourke.

Grainne joined NFDC from a local government background in June 1997, as Principal Solicitor - Planning.  Members with long service recalled her excellent work supporting the Planning Committee.

Grainne had a succession of promotions, including to Head of Legal & Democratic Services in February 2000, with the addition of Monitoring Officer responsibilities reflected in 2001.  Grainne was recognised as a brilliant advisor to the Council and its Members.

Grainne’s work in the Monitoring Officer role also included the significant progress from 2011 to move the Council forward from the old Standards regime and help shape its Code of Conduct, and more recently overseeing the preparations for the new Council in 2023, a refreshed Constitution and a comprehensive new Member Induction Programme.

In 2015, Grainne became the Executive Head of Governance and Regulation, broadening her responsibilities across a range of regulatory services.

Grainne began the transformation of the Council’s full range of Housing Services from 2018.  And as preparations continued to meet the requirements of the new Social Housing Regulator, it was recognised that the Council could not be better placed to rise to future challenges in housing, having had Grainne’s driving force to modernise and ensure that services meet the housing needs of local residents.

In recent years, Grainne was also instrumental in helping to deliver the Public Space Protection Orders for the New Forest, working with partners to secure powers to help protect the natural environment. Members recognised that her leadership of this project was much appreciated by local partners including the National Park, the Forestry Commission and the Verderers.

Most recently, in November 2022, Grainne became the Strategic Director for Housing, Communities and Governance and would leave the Council with the legacy of high quality services, her professional approach and an incredible contribution to the Council over 26 years with NFDC.  The Chairman extended, on behalf of the Council, his personal thanks to Grainne, for all her work.

Group Leaders also paid tribute to Grainne on behalf of their groups, recognising her contribution to initiatives such as St George’s Hall, Calshot, the transformation of Housing Services and the significant contribution to the Council in the Monitoring Officer role.

Grainne thanked Members for their kind words, and wished the Council every success for the future.

Engagements

The Chairman reported on the following engagements undertaken since the last Council meeting:-

17 October

Attended the Youth Options Annual Review and Celebration at Hanger Farm Arts Centre in Totton, hosted by HM Lord Lieutenant of Hampshire.  This shared the success stories of some of the children and young people together with the work that Youth Options provide.

26 October

HM Lord Lieutenant of Hampshire hosted the Hampshire Awards Ceremony as President, held at St Swithuns School in Winchester.

2 November

Attended the Solent Mind Celebration and AGM, which reflected on the past year,  ...  view the full minutes text for item 47.

The Leader made the following announcements:-

One Year as Leader

The Leader referred to the recent one-year anniversary of being Leader of the Council.  She expressed her privilege to have taken on the Leader portfolio, to listen to residents, visit key projects, and work with officers at the council.  She placed on record her thanks to the Council’s Members for their work over the last year.

Freeport and Partnerships

The Leader continued to represent the Council through developing relationships with partners locally and across the Freeport.  Last month she met with the new Principal of Brockenhurst College to discuss how the organisations could work more closely together on the skills agenda, and she also attended the Solent Cluster Conference as key-note speaker. The Leader pledged the Council’s full support to The Solent Cluster’s work and the transition to Net Zero, due to the positive lasting legacy for the District’s residents.  This would help the New Forest to keep being a place for opportunity and innovation.  The Leader was also honoured to have been invited to join the District Council Network board where she would continue to highlight the great services delivered by districts, local to their communities, and also represent issues of shared concern with Government.

Local Bank Closures

One issue the Leader knew was of a concern to many in the Forest, was the closure of local bank branches, which seemed to be escalating.  She had written to the two local MPs on the matter and also asked officers to ensure the Council responded to the current FCA consultation regarding access to cash.

Corporate Plan and Transformation

Members were reminded of the development of the draft Corporate plan which would shape Council services based on the results of the residents' survey, whilst aiming to operate in greener and smarter ways.  She was proud to highlight the progress made in shaping Future New Forest – the transformation strategy that would take the Council from good to great.  The Council’s local leadership role was also highlighted, with the example of making a difference in Calshot by supporting the community through updating facilities, improving wellbeing, and finding solutions for food insecurity.

Council Officers

The Leader reported her reflection that the officers at New Forest District Council were exceptional and she expressed her thanks for all their work.  The Leader highlighted her passion to continue to promote the Council as a respected local employer with benefits that support people's home lives as well as thriving in the workplace.  In the coming months, she invited Members to engage in the initiatives to ensure the New Forest continued to be a wonderful place to live, work, rest and visit.

PART I – ITEMS RESOLVED BY CABINET

There were no speakers on the items resolved by Cabinet at its meeting on 1 November 2023.

PART II – RECOMMENDATIONS TO COUNCIL

Item 2 – Procurement Strategy (2023 Refresh)

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

RESOLVED:

That the Procurement Strategy (2023 Refresh) set out in attachment Appendix 1 of the report, be adopted.

PART I – ITEMS RESOLVED BY CABINET

Item 3 – Medium Term Financial Plan 2023 Onwards

One Member highlighted the burden placed on motorists of the New Forest by raising car parking fees and charges.  In response, the Portfolio Holder for Finance and Corporate highlighted that the Council’s decision on this matter had provided for service users of car parks to contribute towards an appropriate level of fees and charges, rather than the wider local population, some of whom may not be able to afford a car.

Item 5 – Supporting the Armed Forces and the Armed Forces Covenant

The Council’s Armed Forces Member Champion welcomed the amendment made at the Cabinet meeting, to recognise explicitly in the recommendations all four services and Armed Forces charities.  Other Members welcomed the report and the work underway across the Council.

One Member highlighted the work of the Royal British Legion, including recent campaigns for a Veterans Commissioner for England.  He encouraged councillors to keep in touch with this work and to support their campaigns where relevant and appropriate in support of the covenant commitments.

PART II – RECOMMENDATIONS TO COUNCIL

Item 6 – Transformation Strategy 2024-2028 (Future New Forest – Transforming Tomorrow, Together)

The Leader introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Heron seconded the motion.

Some Members highlighted the importance of maintaining face-to-face customer services for residents, ensuring this worked for all parts of the New Forest.  Consultation in respect of any proposed changes was also highlighted as a key aspect of bringing both staff and residents along the Transformation journey.

The Portfolio Holder for Finance and Corporate highlighted that Transformation was a broader improvement programme wider than customer services alone, which in itself was designed to achieve efficiencies.  This would allow the Council to consider options to maintain or enhance capacity for those residents who engaged with the Council in a non-digital way.

In responding to the debate, the Leader committed to maintaining a face-to-face customer offer for those residents who needed it, alongside ensuring that meaningful consultation was undertaken and considered throughout the process.

RESOLVED:

That the Transformation Strategy at Appendix 1 and the Year One Indicative Work Programme at Appendix 2 of the Cabinet report, be approved.

Item 7 – Council Tax 2024/25 – Setting the Tax Base

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

RESOLVED:

That:-

(a)   The calculation of the Council’s tax base for the year 2024/25 be approved; and

(b)   Pursuant to the report and in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by this Council as its council tax base for the year 2024/25 be as follows and as detailed in Appendix 3 of the Cabinet report:-

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 December 2023).

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

·        From Cllr Parker to the Leader of the Council, Cllr Cleary on Southern Water.

·        From Cllr Woods to the Portfolio Holder for Environment and Sustainability, Cllr Blunden on car parking fees and charges.

·        From Cllr J Davies to the Portfolio Holder for Community, Safety and Wellbeing, Cllr Poole on Freedom Leisure.

·        From Cllr M Wade to the Portfolio Holder for Community, Safety and Wellbeing on crime reduction.

·        From Cllr Clark to the Portfolio Holder for Environment and Sustainability, Cllr Blunden on the Waste Strategy.

·        From Cllr Rackham to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on car park income.

·        From Cllr Brand to the Portfolio Holder for Planning and Economy, Cllr Tipp, on engaging with New Forest businesses.

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

·        From Cllr Haywood to the Leader of the Council, Cllr Cleary on the closure of Ringwood Brewery

·        From Cllr Rackham to the Leader of the Council, Cllr Cleary, on Southern Water

·        From Cllr Haywood to the Portfolio Holder for Finance and Corporate on the impact of increased fees and charges.

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

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

“For our District, the greatest challenges that our coastal community face are:

·   Coastal communities impacted by climate change.

·   Coastal Landfill being eroded.

·   Obtaining funding to protect our coastline.

Therefore, this Council supports the All-Party Parliamentary Group for Coastal Communities’ call for a dedicated Minister for the Coast, to provide an effective and efficient overarching role to support our unique communities and the many challenges that they face on land on the frontline of climate change.”

Cllr Cleary 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 determined.

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.

The Chairman confirmed that Cllr Blunden, with the consent of his seconder, had withdrawn the motion as he had unexpectedly been unable to attend the meeting to present it. 

This would be brought forward to a future Council meeting.

The Council’s Monitoring Officer, Grainne O’Rourke (Strategic Director – Housing, Communities and Governance) will leave the Council in January 2024.

Approval is sought to ensure the smooth transition of the Monitoring Officer function.

RECOMMENDED:

1.     That Tanya Coulter (currently Service Manager – Legal and Deputy Monitoring Officer) be appointed as Monitoring Officer, with effect from the departure date of the current Monitoring Officer, Grainne O’Rourke.

2.    That the consequential amendments be made throughout the Council’s Constitution.

RESOLVED:

1.     That Tanya Coulter (currently Service Manager – Legal and Deputy Monitoring Officer) be appointed as Monitoring Officer, with effect from the departure date of the current Monitoring Officer, Grainne O’Rourke.

2.     That the consequential amendments be made throughout the Council’s Constitution.

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

There were no changes.