Agenda and minutes

Apologies for absence were received from Cllrs England, Parker, Thierry and Woods.

To confirm the minutes of the meetings held on 24 February and 20 March 2025 as correct records.

RESOLVED:

That the minutes of the meetings held on 24 February and 20 March 2025, 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.

The Chairman reported on the following recent engagements:

Chairman’s Civic Service

The Chairman was delighted to report that on 23 March, he had held his Civic Service at St Mary Magdalene Church, New Milton.  This highlighted key elements of his time over the year as Chairman, and it was acknowledged that the 50^th year of New Forest District Council was drawing to a close.  The event had been attended by civic heads, the Chief Executive, the Leader and other councillors and the Chairman thanked all those who attended.

Opening of Hardley Depot

On 24 March, the Chairman attended the grand opening of Hardley Depot which provided larger and modernised facilities.  The depot was a base for local services, including waste and recycling collections and street cleaning.

New Milton Community Celebration event

The Chairman attended an event in New Milton to celebrate members of the public and their support within the local community. 

Milford on Sea Community Library

The Chairman attended a celebration event to mark the 10 year anniversary of the community library.  He acknowledged the importance of libraries and the benefits they brought to the local community. 

Civic Days

The Chairman had also attended a number of civic days, including that for the Mayor of Winchester and the Chairman of East Hants.  The Vice-Chairman, Cllr John Sleep also attended the Civic Day for the Mayor of Havant and the Chairman of Hart.

Vice-Chairman attended event – Annual Duke of Edinburgh Award Evening

The Chairman thanked the Vice-Chairman, for attending the annual Duke of Edinburgh award presentation evening, where certificates were presented by Lieutenant Colonel D J Love, adventurer and mountaineer.

Waste Collection Service Roll out

The Leader reported that an important milestone in the journey to improve recycling across the district had been met, as work had begun delivering wheeled bins and food waste caddies to the 30,000 households in Phase 1 of the rollout. This was the first visible step towards the start of the new waste collection service in June, a service that had been a long time in the planning and was eagerly awaited by many of our residents.

Not only would the new service help increase recycling rates, it would also bring immediate environmental benefits, such as cutting down on the mess and hazards caused by animals tearing into sacks, by introducing the new weekly food waste recycling which would take the food waste out of the general waste.

The Leader acknowledged that any big change would take time to get used to. She recognised that it would be an adjustment for both residents and crews, who would be working to entirely new routes and schedules.  A great deal of effort had been put into clear, helpful communication, from leaflets and letters to online information, to make sure residents know of the changes, when they would take place, and how to make the most of the new service.

Finally, she thanked residents for embracing this change, and the staff from the crews on the ground to those behind the scenes, for all their hard work in bringing this ambitious project to life. 

Local Government Review Update

The Leader expressed her thanks to members of the Council as a whole for making it very clear what the council’s position was on future local government reorganisation, and for supporting Cabinet to take the decision to submit the interim response to Government.  Feedback was awaited, but in the meantime hard work was taking place to build alliances to support the preferred outcome, and also to defend the District from any boundary changes that were felt to be not necessary or justified.

Cllr Alvey introduced the report and moved the recommendations.  Cllr Adams seconded the motion.

RESOLVED:

1.     That the updated Financial Regulations, as set out in the report and in appendices 1-3, be approved; and

2.     That the consequential changes to align the Contract Standing Orders (CSO) thresholds as set out in appendix 4 be approved.

There were no speakers on the item considered by Cabinet on 21 March 2025.

PART I – ITEMS RESOLVED BY CABINET

There were no speakers on the items resolved by Cabinet at its meeting on 2 April 2025.

PART II – RECOMMENDATIONS TO COUNCIL

Item 6 – People Strategy

Cllr Cleary introduced the item and moved the recommendation from the Cabinet meeting held on 2 April 2025.  Cllr S Davies seconded the motion.

A few members recognised that with the prospect of Local Government Review (LGR) that it was an uncertain and challenging time for members of staff.  The importance of staff was highlighted, and it was felt that support needed to be in place to manage any insecurities and to provide development opportunities for all staff for the future in an uncertain time.

Cllr Cleary acknowledged and supported the concerns raised.

RESOLVED:

That the People Strategy be adopted.

Item 7 – Digital Strategy 2025-2028

Cllr Heron introduced the report and moved the recommendation.  Cllr S Davies seconded the motion.

A member spoke in support of the strategy but raised concern about members of the public who could not, or would not engage by digital means. This view was supported by other members who spoke about the District having an ageing population and that people should be supported by offering alternative ways to contact and engage with the council.  It was highlighted by one member that councillors had a role to play in the community, as that there were various organisations, such as the mens shed, for example, which got people together and this could be used as an opportunity to educate people, recognising that digital skills were important for everyone.  It was suggested that this could be done through the provision of a member grant, or through members attending meetings and that this would help the health and wellbeing of the community.

One Member expressed their thanks to the changes which had been made to the Digital Strategy following the discussion at the Resources and Transformation Overview and Scrutiny Panel.

Cllr Heron responded, acknowledging the points raised and reported that the council would continue to be accessible to residents through the information offices which provide face to face contact, as well as on the telephone, as alternatives to online digital services for as long current administration remained in place.

RESOLVED:

That the Digital Strategy 2025-2028 be adopted.

Item 8 – Corporate Peer Challenge report and action plan

Part I – Recommendations resolved by Cabinet

One Member spoke in support of the Corporate Peer Challenge report and felt that all the recommendations should be implemented.

Part II – Recommendation to Council

Cllr Cleary, introduced the report and recommendation for Council approval, relating to the motion which had been considered by the Resources and Transformation Overview and Scrutiny Panel and by Cabinet.  Cllr S Davies seconded the motion.

Cllr Rackham proposed an amendment to recommendation 4.  This had been published with the agenda prior to the meeting and is detailed as follows:

That the process for selecting the Chairmen and Vice-Chairmen of Overview and Scrutiny  ...  view the full minutes text for item 70.

To consider and agree nominations to the Council meeting on 12 May 2025 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 Sleep for election to the office of Chairman and Cllr Penny to the office of Vice-Chairman.

The Liberal Democrat Group has nominated Cllr Clark for election to the office of Chairman and Cllr A Wade to the office of Vice-Chairman.

As these positions are contested, secret ballots 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 Hawkins moved that Cllr Sleep be the Council’s nomination for the office of Chairman of the Council for 2025/26.  Cllr Poole seconded the motion.

Cllr M Wade moved that Cllr M Clark be the Council’s nomination for the office of Chairman of the Council for 2025/26.  Cllr J Davies seconded the motion.

Members debated the nominations.

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

Cllr Sleep moved that Cllr Penny be the Council’s nomination for the office of Vice-Chairman of the Council for 2025/26.  Cllr Poole seconded the motion.

Cllr Miller moved that Cllr A Wade be the Council’s nomination for the office of Vice-Chairman of the Council for 2025/26.  Cllr Cullen seconded the motion.

Members debated the nominations.

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

RESOLVED:

That the Council’s Nominations for the Offices of Chairman and Vice-Chairman of the Council for 2025/26, be as follows:-

Chairman – Cllr Sleep

Vice-Chairman – Cllr Penny

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 9 April 2025).

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

·       From Cllr Rackham to the Portfolio Holder for Environment and Sustainability, Cllr Blunden, on the use of profit from the car parks to fund other transport services.

·       From Cllr A Wade to the Portfolio Holder for Housing and Homelessness, Cllr S Davies, regarding the Landlord Forum and challenges to find suitable private sector housing.

·       From Cllr J Davies, to the Leader of the Council, Cllr Cleary, on LGR and timescale for notification of the geographical boundaries of the new unitary authorities.

·       From Cllr M Clark, to the Leader of the Council, Cllr Cleary, on the District Councils contribution towards consultants with regard to LGR discussions.

·       From Cllr Brand to the Leader of the Council, Cllr Cleary, on the assessment of any reorganisation and access to services for local residents.

·       From Cllr McCarthy to the Leader of the Council, Cllr Cleary, on officers and councillors involved in dual discussions with other authorities and conflict of interest.

·       From Cllr Mballa to the Leader of the Council, Cllr Cleary on contingency plans and the alignment of the reorganisation plan being developed at county level.

·       From Cllr Harrison to the Leader of the Council, Cllr Cleary, on the publication of all correspondence with DLUHC and other authorities.

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

The Council’s Monitoring Officer, Tanya Coulter (Assistant Director – Governance) will leave the Council in May 2025.

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

RECOMMENDED:

1.     That Matt Wisdom (currently Service Manager – Democratic and Support Services) be appointed as Monitoring Officer (under a new role: Assistant Director – Strategy & Engagement), with the Monitoring Officer function taking effect from the departure date of the current Monitoring Officer, Tanya Coulter;

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

3.     That Council notes the decision of the Chief Executive (as the Returning Officer and Electoral Registration Officer) to appoint the Strategic Director, Corporate Resource & Transformation to undertake the roles of Deputy Returning Officer and Deputy Electoral Registration Officer.

RESOLVED:

1.     That Matt Wisdom (currently Service Manager – Democratic and Support Services) be appointed as Monitoring Officer (under a new role: Assistant Director – Strategy & Engagement), with the Monitoring Officer function taking effect from the departure date of the current Monitoring Officer, Tanya Coulter;

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

3.     That Council notes the decision of the Chief Executive (as the Returning Officer and Electoral Registration Officer) to appoint the Strategic Director, Corporate Resource & Transformation to undertake the roles of Deputy Returning Officer and Deputy Electoral Registration Officer.

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

There were no changes.