Agenda and minutes

Annual Meeting, Council - Monday, 13th May, 2024 6.30 pm

Venue: Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA. View directions

Contact: Tel: 023 8028 5072 - Matt Wisdom  E-mail:  democratic@nfdc.gov.uk

Media

Items
No. Item

Apologies

An apology for absence was received from Cllr Millington.

 

1.

Minutes pdf icon PDF 308 KB

To confirm the minutes of the Special Meeting held on 26 March 2024, and the Ordinary Meeting on 8 April 2024, as correct records.

 

Additional documents:

Minutes:

RESOLVED:

 

That the minutes of the Special meeting held on 26 March 2024 and the Ordinary meeting held on 8 April 2024, be confirmed.

 

2.

Declarations of Interests

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.

Minutes:

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

 

3.

Vote of thanks to the Outgoing Chairman

Minutes:

The Leader of the Council proposed that a vote of thanks be extended to the outgoing Chairman, Cllr Penman, for the admirable way in which he had carried out the duties of Chairman during the past municipal year.  Cllr Hawkins seconded the motion.

 

Members of the Council paid tribute to Cllr Penman’s year in office.

 

RESOLVED:

 

That the thanks of this Council be extended to Cllr Penman for the admirable way in which he has carried out the duties of Chairman during the past municipal year.

 

4.

Outgoing Chairman's Statement

The Chairman will address the Council, after which he and his consort will be presented with badges of their past offices.

 

Minutes:

The Chairman expressed his honour to have represented the District as Chairman and First Citizen over the last year.  He added that he had met so many lovely people from all walks of life.

 

The Chairman referred to the New Forest Show as well as representing the Council at the Gardener’s World Spring Fair.  In particular, the Chairman was very pleased to have been able to open the Council’s brand new Platinum Jubilee business Park, as well as attending the regular meet and greet sessions for new council employees, along with launching the first long service reception in December.

 

He was pleased to have been able to support and raise funds for two charities, the Minstead Trust, who support people with learning difficulties, and the Rainbow Trust, who offer vital support to seriously ill children and their families.

 

It gave the Chairman great pleasure to hand the chain over to the Chairman-elect.  It was noted that the Council became 50 years’ old in the last municipal year, and during the upcoming year, the Council would continue to mark this important milestone.

 

The Chairman, as his final official duty, drew attention to the new portrait of His Majesty the King, displayed in the Council Chamber.

 

The Chairman concluded by thanking the Council for allowing him to represent the Council over the last year, which he would remember fondly.

 

5.

Election of Chairman

To elect a Chairman of the Council to hold office until the Annual Meeting in 2025.

 

Cllr Hawkins is the Council’s nomination for the ensuing year.

 

Minutes:

Cllr Penman moved that Cllr Hawkins be elected Chairman of the Council for the ensuing year.  Cllr Cleary seconded the motion.

 

RESOLVED:

 

That Cllr Hawkins be elected Chairman of the Council for the 2024/25 municipal year, until his successor is elected at the Annual Council meeting in May 2025.

 

Cllr Hawkins signed the declaration of acceptance of office, which was formally witnessed by the Monitoring Officer.  He was then invested with the Chain and Badge of Office before taking the chair.

 

6.

Address by the Chairman of the Council

The newly-elected Chairman will address the Council.

 

Minutes:

The Chairman thanked Members of the Council for electing him and in doing so paid tribute to the outgoing Chairman, Cllr Penman and his consort for their year in office.

 

He announced that he hoped that his daughter, Sally, although not his formal consort for the year ahead, would be able to accompany him at some engagements.

 

The Chairman would announce his chosen charities for the year at the July Council meeting.

 

7.

Appointment of Vice-Chairman

To appoint a Vice-Chairman of the Council to hold office until the Annual Meeting in 2025.

 

Cllr Sleep is the Council’s nomination for the ensuing year.

 

Minutes:

Cllr Hawkins moved that Cllr Sleep be appointed Vice-Chairman of the Council for the ensuing year.  The motion was seconded by Cllr O’Sullivan.

 

RESOLVED:

 

That Cllr Sleep be appointed Vice-Chairman of the Council for the 2024/25 municipal year, until his successor is appointed at the Annual Council meeting in May 2025.

 

Cllr Sleep signed the declaration of acceptance of office, which was formally witnessed by the Monitoring Officer.  He was then invested with the Badge of Office.

 

Cllr Sleep returned thanks for his appointment.

 

8.

Allocation of Seats and Appointments to Committees and Panels pdf icon PDF 227 KB

To agree the allocation of seats to the political groups on those Committees and  Panels to which the political balance rules apply, and to approve the appointment of Members to Committees and Panels.

 

Additional documents:

Minutes:

The Leader moved the adoption of the recommendations in the report, to approve the allocation of seats on committees and panels to the political groups where the political balance rules apply, and to appoint councillors to those committees and panels.  Cllr S Davies seconded the motion.

 

RESOLVED:

 

a)     That the Council agrees the allocation of seats to committees and panels in accordance with the principles set out in the report, having reviewed the Council’s agreed position set out in the table at paragraph 4.4 of the report; and

 

b)     That the Council appoints councillors to individual committees and panels, as identified in Appendix 1 of the report, for the remainder of the four year period ending May 2027.

 

9.

Report of Cabinet - 1 May 2024 pdf icon PDF 346 KB

Additional documents:

Minutes:

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 3 – Ringwood Neighbourhood Development Plan – Examiner’s Report

 

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

 

A number of local Ringwood ward councillors spoke in support of the plan, thanking all those involved in its preparation, including the local community.  It was noted that it was fitting that such an important document would be progressing towards adoption, as the town prepared to celebrate the 800th year anniversary of the Ringwood Charter.

 

RESOLVED:

 

That the Council:-

 

(a)   note the recommendations made in the Examiner’s Report (Appendix 1) into the Ringwood Neighbourhood Development Plan (Appendix 2 shows the submission plan);

 

(b)   agree the Examiner’s proposed modifications and the NFDC responses to them as set out in the Decision Statement (Appendix 3); and

 

(c)   agree to make the necessary arrangements for the Ringwood Neighbourhood Development Plan to proceed to referendum (the date of the referendum is anticipated to be mid-July 2024).

 

10.

Notice of Motion

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

 

“This Council notes that:-

 

1.     The Leader’s foreword to the Corporate Plan states that ‘As a well-established community leader, the Council has long recognised the strong heritage and a world-class environment we operate within, and work to protect and enhance.  Tackling climate and environmental challenges is key to ensure that the special nature of the New Forest can be enjoyed by future generations.’

2.     Two of the four values of this Council are Ambition (We will be ambitious for our people and our place, embracing innovation and best practice) and Fairness (We will act fairly, honestly, and openly in all that we do).

3.     The first priority of this Council’s Future New Forest transformation programme is “Putting our customers at the heart of what we do”.

4.     This Council voted in October 2021 to declare a ‘Climate and Nature Emergency’.

5.     This Council’s Corporate Plan 2024 – 2028 does not include measurable targets and a mechanism to report progress against such targets to our residents.

6.     High performing organisations relish being measured as it allows them to demonstrate their outstanding performance.

7.     That in the draft consultation version of the Corporate Plan, a measurement of “Overall emissions from council activity (Kg of CO2)” was included.

 

This Council resolves that:-

 

1.     In order to be ambitious, transparent and put our customers at the heart of what we do SMART (Specific, Measurable, Achievable, Relevant and Timebound) targets should be published alongside the Corporate Plan for each item under the “It will be measured by” sections as soon as these targets have been agreed.

2.     The mechanisms for reporting against the targets, and publishing progress on a minimum of an annual basis, will be set out alongside the targets.

3.     The targets for Place Priority 2 “Protecting our climate, coast, and natural world” will be amended to include a measurement of “Overall emissions from council activity (Kg of CO2)” during this financial year and a target to then reduce these emissions agreed for each subsequent year of the corporate plan period, being reported against and published in line with point 2 above.”

 

 

Cllr Parker 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.

 

Minutes:

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

 

“This Council notes that:-

 

1.     The Leader’s foreword to the Corporate Plan states that ‘As a well-established community leader, the Council has long recognised the strong heritage and a world-class environment we operate within, and work to protect and enhance.  Tackling climate and environmental challenges is key to ensure that the special nature of the New Forest can be enjoyed by future generations.’

 

2.     Two of the four values of this Council are Ambition (We will be ambitious for our people and our place, embracing innovation and best practice) and Fairness (We will act fairly, honestly, and openly in all that we do).

 

3.     The first priority of this Council’s Future New Forest transformation programme is “Putting our customers at the heart of what we do”.

 

4.     This Council voted in October 2021 to declare a ‘Climate and Nature Emergency’.

 

5.     This Council’s Corporate Plan 2024 – 2028 does not include measurable targets and a mechanism to report progress against such targets to our residents.

 

6.     High performing organisations relish being measured as it allows them to demonstrate their outstanding performance.

 

7.     That in the draft consultation version of the Corporate Plan, a measurement of “Overall emissions from council activity (Kg of CO2)” was included.

 

This Council resolves that:-

 

1.     In order to be ambitious, transparent and put our customers at the heart of what we do SMART (Specific, Measurable, Achievable, Relevant and Timebound) targets should be published alongside the Corporate Plan for each item under the “It will be measured by” sections as soon as these targets have been agreed.

 

2.     The mechanisms for reporting against the targets, and publishing progress on a minimum of an annual basis, will be set out alongside the targets.

 

3.     The targets for Place Priority 2 “Protecting our climate, coast, and natural world” will be amended to include a measurement of “Overall emissions from council activity (Kg of CO2)” during this financial year and a target to then reduce these emissions agreed for each subsequent year of the corporate plan period, being reported against and published in line with point 2 above.”

 

Cllr Parker seconded the motion.

 

RESOLVED:

 

That the motion be referred to the Resources and Transformation Overview and Scrutiny Panel, and Cabinet, prior to reporting back to Council.

 

11.

Meeting Dates

To note the following schedule of Council meetings for the remainder of the 2024/25 municipal year, all commencing at 6.30 pm:-

 

·        8 July 2024

·        16 September 2024

·        14 October 2024

·        9 December 2024

·        24 February 2025

·        14 April 2025

·        12 May 2025 (Annual Meeting)

 

Minutes:

The Council noted the following meeting dates for the remainder of the 2024/25 municipal year, all commencing at 6.30 pm:-

 

·        8 July 2024

·        16 September 2024

·        14 October 2024

·        9 December 2024

·        24 February 2025

·        14 April 2025

·        12 May 2025 (Annual Meeting)