Agenda and draft minutes

Apologies for absence were received from Cllrs J Davies, England, Glass, Reid, Thierry and Young.

To confirm the minutes of the meeting held on 26 February 2024 as a correct record.

RESOLVED:

That the minutes of the meeting held on 26 February 2024, be confirmed.

Note – A Member highlighted that they were yet to receive information in response to a supplementary question asked at the last Council meeting.  The Chief Executive confirmed this would be followed up and actioned.

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.

Former Cllr Bill Dow

The Chairman reported with great sadness on the recent passing of former Cllr Bill Dow.

Bill was first elected to the Council in May 1999 to the Forest North West Ward, serving until May 2019.  During his 20 years’ service, Bill was a member of the Environment Overview & Scrutiny Panel, the Planning Committee and the General Purposes & Licensing Committee, which he chaired for 5 years from 2002 to 2006, when he became Vice Chairman of the Council.

Bill went on to serve as the Council’s Chairman from 2007 to 2008.

Bill also served on many Outside Bodies during his time on the Council.  These included the South East Employers’ Organisation, the Salisbury District Community Health Council and the Bournemouth International Airport Consultative Committee.

The Chairman represented the Council at Bill’s funeral, held on Friday 22 March at the Church of the Holy Ascension in Hyde.

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

D Day – 80th Anniversary

The Chairman referred to the 80th anniversary of D-Day on 6 June 2024, the largest navel, air and land operation in history.

To mark this occasion and to remember the heroism of those who landed on the shores of the Normandy beaches, the D-Day Flag of Peace would be raised at a ceremony at Appletree Court, in the presence of the new Chairman of the Council, along with the Armed Forces Champion and the Leader of the Council. 

It was hoped that those employees who served would attend the ceremony, alongside representatives from HQ Solent Station at Marchwood – duties permitting.

Civic Day

The Chairman reported on his Civic Day, held on 13 March.  Guests attended Minstead Trust, one of the Chairman’s charities for the year, and Furzey Gardens.  Minstead Trust offered a detailed walk around the facilities looking at the work that they do to support people with learning disabilities and guests also enjoyed a very informative guided walk around Furzey Gardens.

50 Years of NFDC

The Chairman expressed his honour to sit as Chairman as the Council celebrated 50 years since it was formed in 1974.

He highlighted that all the Chairmen throughout the past 50 years had also been very important to the voluntary and charitable organisations across the District.  The office of Chairman had attended events to raise the profile of these vital services, raised funds to support their ongoing work in local communities and celebrated their achievements with them and the people they support.

The Chairman considered that it was only right to pause to look back and celebrate what has been achieved, but perhaps more importantly look forward to what the Council planned to deliver, continuing to provide for local communities.

Engagements

The Chairman reported on the following recent engagements:-

24 March

The Town Mayor of New Milton held his civic service at St Magdalene Church on 24 March, which included  ...  view the full minutes text for item 74.

The Leader made the following announcements:-

Economic Development Governance Structures

The Leader updated the Council on the newly created governance structures for economic development.  Hampshire County Council had taken on the Local Enterprise Partnership (LEP) functions for the whole of the Hampshire geography from 1 April 2024.  The Leader represented the Council on a newly established joint leaders place board that fed in to the Hampshire Growth and Skills Board.  Given that the New Forest was the fourth largest economy in Hampshire and generated some £4.4billion per annum to the wider economy, and with opportunities such as the Solent Freeport, it was an important priority for the Leader to continue to represent local priorities that will support a prosperous New Forest.

Community Hub – Testwood

The Leader reported on an initiative to support local communities. Along with the Portfolio Holder for Community, Safety and Wellbeing, and the Chief Executive, she had the privilege of visiting the Community Hub at Testwood Baptist Church.  Attendees could see the real difference the volunteers make, not only in the food bank but also in youth initiatives, and sessions reaching out for those managing very challenging circumstances.  The Leader recognised there was a real strain on many residents, and she was pleased that the Council’s work with the cost of living steering group, the community grants programme and the councillor grants allocated by all councillors, do also go some way to support this important grass roots work.

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 22 March 2024.  Cllr Hartmann seconded the motion.

RESOLVED:

That the revisions to the Council’s Financial Regulations be adopted with effect from 8 April 2024.

To consider the outcome of the Resources and Transformation Overview and Scrutiny Panel’s consideration of the following motion, which was referred to the Panel by the Council at its meeting on 26 February 2024:-

“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 O’Sullivan introduced the report and moved the recommendations from the Resources and Transformation Overview and Scrutiny Panel meeting held on 28 March 2024.  Cllr Dunning seconded the motion.

A number of members spoke in support of the Council’s robust response to the proposals to close Marchwood and Somerley Recycling Centres, noting the potential impact on the District and its residents.

RESOLVED:

(a)   That the Council note the Panel’s views on the proposed corporate response to the Hampshire County Council (HCC) Future Services Consultation set out by the Council’s Section 151 Officer, including the specific response which objects to the plans to close Marchwood and Somerley Recycling Centres, as submitted to HCC on 28 March 2024 (Appendix 1 of the report); and

(b)   That the Council note that the Panel endorsed, without amendment, the proposed content of the letter to the Government on local authority finances, to be sent by the Leader of the Council, detailed throughout section 4 of the report.

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 – 3 April 2024

PART I – ITEMS RESOLVED BY CABINET

There were no speakers on the items resolved by Cabinet at its meeting on 3 April 2024.

PART II – RECOMMENDATIONS TO COUNCIL

Item 5 – Updated Corporate Plan 2024-2028

Cllr Cleary introduced the item and moved the recommendations from the Cabinet meeting.  In doing so, she highlighted the recent endorsement from the Resources and Transformation Overview and Scrutiny Panel, expressing her view that all the work undertaken had culminated in the best corporate plan the Council had ever produced.  Cllr S Davies seconded the motion.

Cllr Richards moved the following amendment and in doing so, highlighted the importance of setting an ambitious plan in respect of the Council’s overall activity and commitment to the Climate and Nature Emergency.  Cllr Parker seconded the amendment:-

“That Council approve the Corporate Plan 2024-2028 (Appendix 1), updated following public consultation, subject to:

the emissions from the Council’s vehicle fleet measure within Place Priority 2 being supplemented with a measure of total emissions related to all aspects of the Council’s activity, including its supply chain.”

Members speaking for the amendment referred to the Council’s Climate and Nature Emergency declaration, and the opportunity to ensure regular, transparent accounting for the Council’s activity in this regard.  It was suggested that the collection of this sort of data was not uncommon in the corporate world.

Members speaking against the amendment sought further information in relation to the resources required to measure all emissions related to Council activity and its supply chain, in addition to the Council’s vehicle fleet.

Some Members referenced the upcoming performance management framework which would set specific, measurable Key Performance Indicators (KPIs) and in doing so could revisit the proposal in any case.

In responding to the debate on the amendment, Cllr Richards encouraged the Council to ensure accountability across Council activity, expressing concern that if not included within the plan, it would not hold the importance it needed to drive ownership of responding to the climate and nature emergency.

In responding to the debate on the amendment, the Leader expressed her concern at agreeing to a performance indicator that the Council could not accurately measure.  She highlighted that whilst the emissions from the Council’s vehicle fleet was measurable, the wider supply chain of Council partners extended outside of the Council’s control.

Put to the vote, the amendment was lost.

The Council went on to debate the substantive motion.

Some Members made comments in relation to the Solent Freeport and its prominence within the “prosperity” theme of the Corporate Plan.  There were also comments made in relation to how the perception of crime could be quantified and alternative options to measure performance in this area.

The Leader responded to the debate and welcomed regular performance reporting that was accessible to the public.

Put to the vote, the substantive motion was carried.

RESOLVED:

That Council approve the Corporate Plan 2024-2028 (Appendix 1), updated following public consultation.

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 3 April 2024).

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

·        From Cllr Harrison to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on damage to Rumbridge Street car park.

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

·        From Cllr J Davies to the Portfolio Holder for Housing and Homelessness, Cllr S Davies, on the use of Solent Mead Care Home site for affordable housing.

·        From Cllr M Wade to the Portfolio Holder for Community, Safety and Wellbeing, Cllr Poole, on child poverty.

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

·        From Cllr Osborne to the Portfolio Holder for Planning and Economy, Cllr Tipp, on Dibden Bay.

·        From Cllr M Clark to the Portfolio Holder for Planning and Economy, Cllr Tipp, on Fawley Waterside.

·        From Cllr Murray to the Portfolio Holder for Community, Safety and Wellbeing, Cllr Poole, on the new Community Forum.

·        From Cllr Rackham to the Portfolio Holder for Community, Safety and Wellbeing, Cllr Poole, on PCSOs and ACSOs.

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

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

To consider and agree nominations to the Council meeting on 13 May 2024 for election to the offices of Chairman and Vice-Chairman of the Council for the following municipal year, in accordance with the Constitution.

The Conservative Group has nominated Cllr Hawkins for election to the office of Chairman and Cllr Sleep to the office of Vice-Chairman.

The Liberal Democrat Group has nominated Cllr Harrison for election to the office of Chairman and Cllr J Davies to the office of Vice-Chairman.

As these positions are contested, a secret ballot will be held at the Council meeting.

The Chairman invited Members to propose and second the nominations for the offices of Chairman and Vice-Chairman of the Council received in accordance with the Council’s Constitution.

Cllr Penman moved that Cllr Hawkins be the Council’s nomination for the office of Chairman of the Council for 2024/25.  Cllr Cleary seconded the motion.

Cllr M Wade moved that Cllr Harrison be the Council’s nomination for the office of Chairman of the Council for 2024/25.  Cllr Woods seconded the motion.

Members debated the nominations.

Put to a secret ballot, Cllr Hawkins received the majority of votes.

Cllr Penman moved that Cllr Sleep be the Council’s nomination for the office of Vice-Chairman of the Council for 2024/25.  Cllr O’Sullivan seconded the motion.

Cllr M Clark moved that Cllr J Davies be the Council’s nomination for the office of Vice-Chairman of the Council for 2024/25.  Cllr Osborne seconded the motion.

Members debated the nominations.

Put to a secret ballot, Cllr Sleep received the majority of votes.

RESOLVED:

That the Council’s Nominations for the Offices of Chairman and Vice-Chairman of the Council for 2024/25, be as follows:-

Chairman – Cllr Hawkins

Vice-Chairman – Cllr Sleep

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

RESOLVED:

That the following membership changes be noted:-

Planning Committee

Cllr Glass to replace Cllr Penny

Resources and Transformation Overview and Scrutiny Panel

Cllr Woods to replace Cllr Millar