Agenda and minutes

Apologies for absence were received from Cllrs Cleary, Frampton, Richards and Young.

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.

Cllr Heron declared a non-pecuniary interest in respect of agenda item 2, for transparency purposes on the basis he had been a practicing commoner and a member of the Commoners Defence Association.  He reported he was also a member of the New Forest Association, and that his brother was the Official Verderer.

A number of councillors declared an interest, in respect of agenda item 2, as being ward members within the phase 1 waste rollout.  The Chief Executive clarified that it was not necessary to declare this as an interest.

Following a request by six councillors (Cllrs M Wade, Millar, J Davies, Harrison, Clark and Brand), the Chairman of the Council has called this Extraordinary Meeting to receive:-

·       The enclosed officer report, detailing a comprehensive overview of the project to launch the council’s new waste and recycling service; and

·       A motion under Standing Order 22 (detailed at item 3 of the agenda), which, in the Chief Executive’s opinion, is relevant to the subject matter specified on the summons for this meeting.

The Chairman welcomed Members to the Extraordinary Council meeting and explained that he had called the meeting following a request by six members of the council for an urgent meeting in relation to the roll out of the council’s waste and recycling programme and a related motion.

Cllr Heron declared a non-pecuniary interest, for transparency purposes on the basis he had been a practicing commoner and a member of the Commoners Defence Association.  He reported he was also a member of the New Forest Association, and that his brother was the Official Verderer.

The Chairman invited Cllr Parker to speak who had a procedural motion to put to the Council.

Cllr Parker addressed the meeting setting out concerns raised to him by residents in Brockenhurst, which included reporting to customer services, communication, missed collection reports and the about donkeys accessing food waste.  Cllr Parker then proposed the following motion:

“That the Standing Orders be suspended to enable residents Gary Lee, Susan Carter and Tony Fessler to speak at this Extraordinary Meeting, for a total of three minutes, as provided for by the procedure for public participation at meetings.”

Cllr M Clark seconded the motion.

Members spoke in support of this motion in order to listen to the views of local residents living in the phase 1 area and to understand their concerns.

Put to the vote, the motion was carried.  Gary Lee, Susan Carter and Tony Fessler each addressed the Council in turn.

Gary Lee highlighted an issue in Brockenhurst, where donkeys had been accessing bins on collection day, in particular the food waste caddies.  The donkeys had developed ways to access the bins and freely roamed the streets in the village of Brockenhurst to access food.  There was concern expressed that this could lead to an increase in aggression in the behaviour of donkeys and that there was a fear that a member of the public might get injured.  It was asked that the trial to put the bins behind gates become normal practice to prevent donkeys accessing the waste.  It was also asked that a member of the council visit the area on collection day to observe the problems being experienced.

Susan Carter, highlighted that the 2021 census results had 34% of the population of Brockenhurst over the age of 65 and the impact the new service had on local residents.  The bins in communal areas were considered to be too high and the residents were experiencing difficulty in lifting the lids of the bins up and putting the waste into them.  Residents in non communal areas were also experiencing difficulty in coping with the new containers.  It was felt that there had been no consultation with residents, and that if there had been, this would have been flagged up.  There was concern over risk of injury and breach in the council’s duty of care.

Tony Fessler drew attention to the communication from the council to residents in May 2025, in particular regarding where to place the containers.  ...  view the full minutes text for item 23.

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

This Council notes:

1.     Ongoing waste and recycling operational issues in Phase 1 areas, including:

o   Missed collections of general, recycling and food waste.

o   Overflowing bins and public health risks from rotting food.

o   Interference from free-roaming animals, particularly donkeys, as a result of changes to collection points in open forest areas.

o   Confusion among residents about collection point requirements.

o   Impact on collections in Phase 2 and 3 areas, as well as call-waiting times for residents.

o   Impact on NFDC officer time and staff morale.

2.     The recent partner meeting of 6 August 2025 involving the Verderers, Forestry England, the New Forest Association, and the Commoners Defence Association, which acknowledged these issues and agreed trial changes to bin placement.

3.     That trials to address these problems are only commencing in August, with a further partner review not until 27 August—just one day before this meeting.

4.     That updated projections for the cost of the Phase 2 and 3 rollout have not been published, which would take into account the additional costs incurred for Phase 1 (including staff pay, transportation costs, officer time and other fees and charges).

5.     That the Cabinet has continued to progress Phase 2 implementation despite these known issues, and before trials and risk assessments have concluded.

This Council believes that:

1.     Waste removal is an essential service for residents and businesses across the New Forest area.

2.     An efficient and effective rollout of Phase 2 and 3 is essential to ensure that we avoid additional costs and minimise disruption for our residents and staff.

3.     That this is best achieved by learning the lessons from Phase 1 and ensuring that they are not repeated in Phases 2 and 3.

Council therefore resolves:

a)      To suspend the implementation of Phase 2 and Phase 3 of the waste container rollout until:

·       A full report is made to Council categorising the Phase 1 issues with clear mitigating actions identified and delivered.

·       Results of the trials on bin placement and container security are available and reported to Full Council.

·       An agreed operational policy for collection in open forest areas is in place and communicated appropriately with all relevant stakeholders.

·       The council reviews its commercial waste policy with regard to camping and caravan sites where there is residential use alongside commercial use.

·       Secure food waste container options have been identified and tested.

·       A full risk assessment for Phase 2 and Phase 3 areas is completed and published.

·       An improved communication and education service is implemented to support residents in the transition to the new service.

b)      That bin placement in open forest areas should, where practicable, be inside property cattle grids pending the adoption of any secure container solution, to prevent animal access.

c)       That monthly performance data be published on missed collections, animal interference incidents, complaint volumes and resolution rates, and customer service SLA compliance, for the duration of the Phase 2 and 3  ...  view the full agenda text for item 24.

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

This Council notes:

1.     Ongoing waste and recycling operational issues in Phase 1 areas, including:

·       Missed collections of general, recycling and food waste.

·       Overflowing bins and public health risks from rotting food.

·       Interference from free-roaming animals, particularly donkeys, as a result of changes to collection points in open forest areas.

·       Confusion among residents about collection point requirements.

·       Impact on collections in Phase 2 and 3 areas, as well as call-waiting times for residents.

·       Impact on NFDC officer time and staff morale.

2.     The recent partner meeting of 6 August 2025 involving the Verderers, Forestry England, the New Forest Association, and the Commoners Defence Association, which acknowledged these issues and agreed trial changes to bin placement.

3.     That trials to address these problems are only commencing in August, with a further partner review not until 27 August—just one day before this meeting.

4.     That updated projections for the cost of the Phase 2 and 3 rollout have not been published, which would take into account the additional costs incurred for Phase 1 (including staff pay, transportation costs, officer time and other fees and charges).

5.     That the Cabinet has continued to progress Phase 2 implementation despite these known issues, and before trials and risk assessments have concluded.

This Council believes that:

1.     Waste removal is an essential service for residents and businesses across the New Forest area.

2.     An efficient and effective rollout of Phase 2 and 3 is essential to ensure that we avoid additional costs and minimise disruption for our residents and staff.

3.     That this is best achieved by learning the lessons from Phase 1 and ensuring that they are not repeated in Phases 2 and 3.

Council therefore resolves:

a)    To suspend the implementation of Phase 2 and Phase 3 of the waste container rollout until:

·       A full report is made to Council categorising the Phase 1 issues with clear mitigating actions identified and delivered.

·       Results of the trials on bin placement and container security are available and reported to Full Council.

·       An agreed operational policy for collection in open forest areas is in place and communicated appropriately with all relevant stakeholders.

·       The council reviews its commercial waste policy with regard to camping and caravan sites where there is residential use alongside commercial use.

·       Secure food waste container options have been identified and tested.

·       A full risk assessment for Phase 2 and Phase 3 areas is completed and published.

·       An improved communication and education service is implemented to support residents in the transition to the new service.

b)    That bin placement in open forest areas should, where practicable, be inside property cattle grids pending the adoption of any secure container solution, to prevent animal access.

c)     That monthly performance data be published on missed collections, animal interference incidents, complaint volumes and resolution rates, and customer service SLA compliance, for the duration of the Phase 2 and 3 rollout.

d)    That the Leader of the  ...  view the full minutes text for item 24.