Agenda and draft minutes

Apologies for absence were received from Cllrs England, Heron, O’Sullivan and Rippon-Swaine.

To confirm the minutes of the meeting held on 9 December 2024 as a correct record.

RESOLVED:

That the minutes of the meeting held on 9 December 2024, 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 2025/26.

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 his employment by a taxi operator, subject to the Taxi Policy Review.  He confirmed he would not speak, nor vote on the item.

New Councillor Welcome

The Chairman extended a very warm welcome and offered his congratulations to Councillor Richard Frampton, who was attending his first Full Council meeting, following his election earlier in the month.

Engagements

The Chairman reported on the following recent engagements:-

11 December

The Chairman was delighted to attend the re-opening of Totton Police Station with the Police and Crime Commissioner.  He spoke to those in attendance about supporting the police and their role in the community and welcomed the reopening of the station.

25 January

The Chairman represented the District at the Mayor of Gosport’s Civic Service at the Freedom Church in Gosport.

6 February

The Board of Trustees of New Forest Disability hosted an event to celebrate lottery grant funding awarded through the access to justice fund, to run a very worthwhile project - Independent Living Through Advice.  The Chairman was delighted to attend this event.

Civic Service

The Chairman reminded Members of his Civic Service taking place on 23 March and encouraged those Members who had not yet responded to do so, to support the arrangements for this occasion.

Procedures

The Chairman confirmed that he intended to take item 14 on the agenda shortly after Leader’s Announcements.  It was necessary to debate and resolve the motion, to allow the Council to decide if it wanted to use the electronic voting system for recorded votes on the key budget issues later on the agenda.

As the Council continued to use its electronic voting system, and with a significant amount of business on the agenda, he welcomed Members’ support and patience with the smooth running of the meeting.

Devolution and Local Government Reorganisation

The Leader reported that she was actively engaging with the process to establish a Mayoral Strategic Authority, with elections planned for May 2026.

She highlighted that the government had invited local authorities in Hampshire and the Solent to work together on the development of proposals for local government reorganisation.  Regardless of the Council’s views on reorganisation itself, it was in its interest to engage in this process and achieve the best outcome for local residents and for council staff.

Work collectively with leaders and chief executives across the region had commenced and the Leader had also engaged with the two New Forest MPs.

The Leader confirmed that she would continue to make strong representations for an outcome that was the best fit for the communities of the New Forest.  Cabinet would consider a report in March ahead of the government deadline for an interim plan by 21 March 2025.

Alongside this, the Leader was beginning to review priorities, with the aim of delivering a strong legacy across the Council’s services and assets.  She thanked staff for their unwavering focus on meeting in the needs of residents in uncertain times.

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

“This Council notes that:-

1.      The Council’s Constitution allows for votes by show of hand, and discretionary recorded votes, to be taken by electronic means.

2.      The use of electronic voting has been successfully used at recent Council meetings.

3.      In order to allow for recorded votes on key budget decisions to be taken electronically, a minor amendment to the Council’s Standing Orders for Meetings is required.

This Council resolves that:-

4.      The Council’s Standing Orders for Meetings, as contained within the Constitution, be amended as follows with immediate effect:-

         52A.2 At the Chairman’s discretion, the mode of voting on a matter under 52A.1 shall be by electronic means if available to the Council.  The Chairman shall inform the Council if a recorded vote is to be taken electronically, immediately before the vote is taken.  Alternatively, where a vote is taken on a matter under 52A.1, each member shall state whether they have voted for the proposition, or against the proposition, or have abstained from voting.  The manner in which each member voted shall be recorded in the minutes.”

Cllr M Wade 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.

The Chairman took this item of business ahead of its scheduled place on the agenda, to allow for the Council to decide if it wanted to vote electronically for the purpose of key budget decisions later on the agenda.

The Leader moved the following motion in accordance with Standing Order 21:-

“This Council notes that:-

1.     The Council’s Constitution allows for votes by show of hand, and discretionary recorded votes, to be taken by electronic means.

2.     The use of electronic voting has been successfully used at recent Council meetings.

3.     In order to allow for recorded votes on key budget decisions to be taken electronically, a minor amendment to the Council’s Standing Orders for Meetings is required.

 This Council resolves that:-

4.     The Council’s Standing Orders for Meetings, as contained within the Constitution, be amended as follows with immediate effect:-

52A.2 – At the Chairman’s discretion, the mode of voting on a matter under 52A.1 shall be by electronic means if available to the Council.  The Chairman shall inform the Council if a recorded vote is to be taken electronically, immediately before the vote is taken.  Alternatively, where a vote is taken on a matter under 52A.1, each member shall state whether they have voted for the proposition, or against the proposition, or have abstained from voting.  The manner in which each member voted shall be recorded in the minutes.”

It was clarified that electronic voting would not replace the use of a secret ballot for contested positions, such as the chairmen and vice-chairman of committees and panels.

The Leader thanked Group Leaders for their support in bringing the motion to Council.

RESOLVED:

This Council notes that:-

1.     The Council’s Constitution allows for votes by show of hand, and discretionary recorded votes, to be taken by electronic means.

2.     The use of electronic voting has been successfully used at recent Council meetings.

3.     In order to allow for recorded votes on key budget decisions to be taken electronically, a minor amendment to the Council’s Standing Orders for Meetings is required.

This Council resolves that:-

4.     The Council’s Standing Orders for Meetings, as contained within the Constitution, be amended as follows with immediate effect:-

52A.2 – At the Chairman’s discretion, the mode of voting on a matter under 52A.1 shall be by electronic means if available to the Council.  The Chairman shall inform the Council if a recorded vote is to be taken electronically, immediately before the vote is taken.  Alternatively, where a vote is taken on a matter under 52A.1, each member shall state whether they have voted for the proposition, or against the proposition, or have abstained from voting.  The manner in which each member voted shall be recorded in the minutes.”

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 24 January 2025.  Cllr Young seconded the motion.

Cllr J Davies placed on record his thanks to the Chairman of the Audit Committee for this work on the strategy and generally, as Cllr J Davies would shortly be leaving the committee.

RESOLVED:

1.     That the Treasury Management Strategy 2025/26 to 2027/28 including the Annual Treasury Management Investment Strategy for 2025/26 (and the remainder of 2024/25), and the Treasury Indicators contained within, as provided in Appendix 1 be approved; and

2.     That authority is 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 24 January 2025.  Cllr Young seconded the motion.

RESOLVED:

That the Investment Strategy 2025/26 provided in Appendix 1, be approved.

Cllr J Davies declared his employment by a taxi operator.  He confirmed he would not speak, nor vote on this item.

Cllr Tungate introduced the report and moved the recommendations from the General Purposes and Licensing Committee meeting held on 10 January 2025.  Cllr Young seconded the motion.

RESOLVED:

That the revised Taxi Licensing Policy, be approved.

Cllr Tungate introduced the report and moved the recommendations from the General Purposes and Licensing Committee meeting held on 10 January 2025.  Cllr Young seconded the motion.

Cllr Millar proposed an amendment, specifically in respect of Pavement Licence Renewal Applications, to reduce the £250 charge in the recommendations, to £50.  Cllr Harrison seconded the amendment.

Members speaking for the amendment highlighted the debate at the General Purposes and Licensing Committee which considered an amendment to remove the charge altogether.  The support provided to local businesses during the pandemic was highlighted, and how it had worked well to ensure the viability of a number of local enterprises.  The small number of businesses operating with these licences was noted, alongside the concern of some Members that the overall costs being faced by businesses, such as national insurance rises, presented real difficulty.

Members speaking against the amendment referred to the framework that a licence provided with a cost recovery charge, to ensure the terms of such a licence were upheld.  There were some concerns about waiving costs in one specific area, and how fair this might be considered by those seeking other licensable activities from the Council.

Put to the vote, the amendment was lost.

RESOLVED:

1.     That the proposed fees and charges for the financial year 2025–26 as set out in Appendix 1 be approved; and

2.     That the power to set the scale of fees and charges for Hackney Carriage and Private Hire Licences, including to consider any objections made in respect of the proposed fees, be delegated to the General Purposes and Licensing Committee.

Cllr Cleary introduced the report and moved the recommendations from the HR Committee meeting held on 9 January 2025.  Cllr S Davies seconded the motion.

RESOLVED:

That the Pay Policy Statement 2025/26, be approved.

PART I – ITEMS RESOLVED BY CABINET

Item 1 – Draft Air Quality Strategy

One Member welcomed the strategy, but expressed his wish to see more statistics for infant and young people in the district.  He hoped that these statistics would be included in future versions to support the strategy’s development.

Item 2 – Housing Landlord Anti-Social Behaviour (ASB) Strategy

One Member welcomed the detail of the strategy and hoped that liaison with town and parish councils would be built into its implementation.

PART II – RECOMMENDATIONS TO COUNCIL

Item 5 – Financial Monitoring Report

In the absence of the Portfolio Holder for Finance and Corporate, the Leader introduced the item and moved the adoption of the recommendations, to approve the reallocation of net residual pay award in support of preparations for Devolution and Local Government Reorganisation.  Cllr S Davies seconded the motion.

RESOLVED:

That Council approve the reallocation of the net residual 2024/25 Pay award contingency (£496,000) to create a new £150,000 Devolution and Local Government Reorganisation (LGR) reserve, with the remaining £346,000 being applied to the Council’s existing Corporate Priority Reserve.

Item 6 – Adoption of the revised Statement of Community Involvement

The Portfolio Holder for Planning and Economy introduced the report and moved the adoption of the recommendations.  Cllr S Davies seconded the motion.

RESOLVED:

That the Council:-

1.     notes the outcomes of the public consultation that took place for 6 weeks on the proposed amendments to the SCI and agrees the draft responses to the representations received (set out in Appendix 2);

2.     agrees the changes to the SCI set out in Appendix 1 and formally adopts the amended SCI document; and

3.     that any final editorial changes to the document prior to publication be agreed by the Strategic Director of Place, Operations and Sustainability in consultation with the Portfolio Holder for Planning and Economy.

Item 7 – Asset Maintenance and Replacement Programme and General Fund Capital Programme 2025/2026

In the absence of the Portfolio Holder for Finance and Corporate, the Leader introduced the item and moved the adoption of the recommendations.  Cllr S Davies seconded the motion.

Cllr M Wade moved an amendment, to include a modest capital contribution of £60,000, as a contribution to the Hythe Ferry company, towards the repair costs of the pontoon.  In support of the amendment, Cllr M Wade spoke of the Hythe Ferry as a heritage asset, its history and role as a key sustainable travel option in the district.  Cllr Osborne seconded the amendment.

The Council’s Section 151 Officer clarified that the amendment, if carried, would require external borrowing as part of the Council’s Capital Strategy.

Members speaking for the amendment highlighted the vital travel service with strong links to key considerations in the Council’s local plan preparations.  The heritage of the site was reiterated.  It was suggested that the Council’s contribution could positively lead to matched funding from others.

Members speaking against the amendment, whilst supporting the ferry as a concept, including its heritage, raised concerns about  ...  view the full minutes text for item 56.

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 19 February 2025

PART I – ITEMS RESOLVED BY CABINET

There were no items resolved by Cabinet in this report.

PART II – RECOMMENDATIONS TO COUNCIL

Item 1 –  Housing Revenue Account Budget and Housing Public Sector

Capital Expenditure Programme 2025/26

The Portfolio Holder for Housing and Homelessness introduced the item and moved the adoption of the recommendations.  Cllr Cleary seconded the motion.

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

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

Voting against:- None.

Abstaining:- None.

The recommendations were carried, 42 in favour, 0 against, 0 abstaining.

RESOLVED:

1.     That from 07 April 2025, an increase in dwelling rents of 2.7% from the 2024/25 weekly rent level, in accordance with Government guidelines, be agreed;

2.     That from 07 April 2025, an increase in garage rents of 2.7% from the 2024/25 weekly rent level be agreed;

3.     That from 07 April 2025, an increase in shared ownership property rents of 3.2% from the 2024/25 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 2.7%;

4.     That from 07 April 2025 Service Charges will continue to reflect actual charges and following a reduction in window cleaning and utility costs, these respective charges will be reduced;

5.     That the HRA budget, as set out in Appendix 1 of the Cabinet report, be agreed; and

6.     That a Housing Capital Programme to 2027/28, as set out in Appendix 4 to the Cabinet report, be agreed.

Item 2 – Medium Term Financial Plan and Annual Budget 2025/26

The Chairman used his discretion to allow the Leader of the Council and the leaders of the opposition groups only to exceed the time limit for speeches, for making their budget speeches.  He highlighted his intention to attempt to facilitate one budget debate on the recommendations from Cabinet and any single alternative proposal, also at his discretion.  However, should more than one amendment be tabled, he indicated that these would be dealt with one at a time, for clarity.

The Leader of the Council introduced the item and moved the recommendations as proposed in the report of the Cabinet dated 19 February 2025.  She also made a statement on the budget, a copy of which is attached to these minutes.  Cllr S Davies seconded the motion.

The Leader of the Liberal Democrat Group made a statement and moved an amendment in the form of an alternative budget.  Cllr Clark seconded the amendment. A copy of the alternative budget had been circulated to all Members and published as part of the supplementary council agenda.  A copy of the statement made is attached to these minutes.  ...  view the full minutes text for item 57.

The Council considered the Council Tax for 2025/26.

The Leader moved the recommendations in the report which had been updated and circulated with the supplementary council agenda, following a change in the precept request from New Milton Town Council.  Cllr S Davies seconded the motion.

One Member highlighted the variety of town and parish councils across the District, and hoped that through any local government reorganisation process, that these towns and parishes, and their different needs and requirements would be supported.

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, Crisell, Cullen, J Davies, S Davies, Dowd, Dunning, Frampton, Glass, Harrison, Hartmann, Hawkins, Haywood, Linford, McCarthy, Millar, Murray, Osborne, Penman, Penny, Poole, Rackham, Reid, Reilly, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, A Wade, M Wade, Ward, Woods and Young.

Voting against:- None.

Abstaining:- Cllr Mballa.

The recommendations were carried, 41 in favour, 0 against, 1 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 19 February 2025).

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

·       From Cllr Dunning to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on Hurst Spit.

·       From Cllr Brand to the Portfolio Holder for Planning and Economy, Cllr Tipp, on planning enforcement and building control.

·       From Cllr J Davies to the Leader of the Council, Cllr Cleary, on funding for HM Lord Lieutenancy.

·       From Cllr Millar to the Portfolio Holder for Planning and Economy, Cllr Tipp, on CIL under LGR.

·       From Cllr Clark to the Leader of the Council, Cllr Cleary, on the Solent Freeport.

·       From Cllr A Wade to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on black bag deliveries.

·       From Cllr McCarthy to the Leader of the Council, Cllr Cleary, on asset transfers to Town and Parish Councils under LGR.

·       From Cllr Osborne to the Leader of the Council, Cllr Cleary, on funding for adult social care.

·       From Cllr Rackham to the Portfolio Holder for Planning and Economy, Cllr Tipp, on development in north Totton.

·       From Cllr Mballa to the Leader of the Council, Cllr Cleary, on the restrictions on disabled bus passes.

·       From Cllr Richards to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on the Climate Change Task and Finish Group and Strategy.

·       From Cllr Cullen to the Portfolio Holder for Planning and Economy, Cllr Tipp, on Fawley waterside.

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

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

“This Council resolves that:-

1.         Only those Members who do not belong to the ruling political group shall be eligible for nomination to the positions of Chairman and Vice-Chairman of the ordinary committees and panels of the Council; and

2.         The consequential amendment to the Council’s Standing Orders for Meetings be made by the Monitoring Officer.”

Cllr J Davies 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 Rackham moved the following motion:-

“This Council resolves that:-

1.     Only those Members who do not belong to the ruling political group shall be eligible for nomination to the positions of Chairman and Vice-Chairman of the ordinary committees and panels of the Council; and

2.     The consequential amendment to the Council’s Standing Orders for Meetings be made by the Monitoring Officer.”

Cllr J Davies seconded the motion.

In accordance with Standing Order 42, the Chairman reminded Members that the motion should stand referred to the body within whose terms of reference the subject matter of the motions comes.

In view of an upcoming report to the Resources and Transformation Overview and Scrutiny Panel on the Council’s recent corporate peer challenge, the Chairman confirmed that the motion would be referred to the Panel meeting on 20 March 2025.

Cllr Cleary introduced the report and moved the adoption of the recommendations.  Cllr S Davies seconded the motion.

RESOLVED:

That the Council:-

1.     Having considered the allocation of seats to committees and panels in accordance with the principles set out in the report, agrees to the allocation set out in the table in Appendix 1; and

2.     appoints councillors to individual committees and panels, as identified in Appendix 2, for the remainder of the four year period ending May 2027.