Agenda and draft minutes

There were no apologies for absence.

To confirm the minutes of the meetings held on 13 March and 12 May 2025 as correct records.

The minutes of the meetings held on 13 March and 12 May 2025 were confirmed as correct records.

To note any declarations of interest made by members in connection with an agenda item. The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

There were no Declarations of Interest.

To receive any public participation in accordance with the Council’s public participation scheme.

There was no public participation.

To receive an update from the Environment Agency on the flood risk strategy.

The Panel received a presentation by the Environment Agency, on the flood risk strategy, which is attached to these minutes as an Appendix.

A Panel member asked for clarification regarding future funding.  In response, it was confirmed that the waterfront strategy (Lymington to Redbridge) was shown in the forward programme to commence in 2027/28, although it was important to note that this was not currently approved or funded.  There was a funding agreement from government of £4.2 billion for the next three-year national flood risk program, which would start in 2026/27. There was currently a consultation being undertaken with regard to the funding mechanism for flood and coastal erosion risk management activities.   The proposed changes suggested that if a project met the required criteria for funding that the first £3 million of the project would be funded through grant aid. This was a positive step, although would need to await the final outcome of the proposed reforms, which were likely to be implemented from April 2026.

The Panel discussed healthier air and water quality, with concern regarding sewerage being discharged into rivers and the sea alongside what action was being taken to mitigate this.  The representative confirmed that the Environment Agency was continuing to working with the water authorities, and other partners to address this issue.  It was confirmed that 18 months ago the Environment Agency had taken Southern Water to court and had won a not insignificant settlement of £92 million.   

A Panel member was glad to hear that monies would be available for local flood actions schemes, with an example provided of Brockenhurst having been vulnerable to flooding.   Flooding was a serious problem in the village and there was a large number of volunteers in the flood action group, which included businesses and landowners.  The Panel member invited the representative from the Environment Agency to meet with the Parish Council and the flood action group to see how projects could be progressed.  In response, the representative said they would be happy to attend a meeting.  Following this, other Panel members requested to meet the Environment Agency to discuss local flood initiatives. 

Further discussion was held on changing priorities within the EA 2030 Corporate Strategy and the impact of additional housing on flood defences.  It was confirmed that looking at the area as a whole would provide a better understanding of any risk.  The larger strategies also seemed to be the projects which had received funding and this was why the decision had been taken to combine two strategies into a larger strategy.

RESOLVED:

That the Panel noted the presentation.

To receive an update on Government consultation concerning proposed reforms to planning committees.

The Panel received a presentation and verbal update on the proposed reforms of Planning Committees. The presentation has been attached to these minutes as an Appendix.

It was stated that the Government had clear thoughts as to what they wished to achieve within the Planning and Infrastructure Bill which included 1.5 million new homes in 2025, mandatory housing targets, acceleration of house building and consideration of the grey belt.  The Bill also proposed to streamline the delivery of new homes which included reforms to Planning Committees, leading to improved efficiency.  It was confirmed that Members of the Planning Committee had already provided feedback on this consultation.

A Panel member raised concern that the proposals would remove democratic accountability on the determination of planning applications. Councillors were elected to represent residents in the District and this would be a major step in the wrong direction.  This concern was expressed across the board and it was agreed that this should form part of the response.

In considering the proposals in more detail, there were concerns that some first-tier applications would be determined at officer level rather than the Planning Committee.  Members of the Planning Committee knew their areas very well and their local knowledge helped other Members on the Committee.  In response, it was confirmed that there was a long-standing core of Officers who knew and covered the Planning Area  very well, the key would be training and development.  Local knowledge was an important part of the planning process and was why Parish and Town Councils were consultees in the decision-making process.  It was requested that Parish and Town Councils also received training to make sure that their recommendations adhered to planning guidance.

The Panel agreed that the Planning Committee members should undertake formal training.

A Panel member queried whether Planning Officers were qualified to make decisions and in response, it was confirmed that the majority of planning staff were members of the Royal Town Planning Institute (RTPI) and were qualified with both a degree and a masters degree.

The Panel raised concern regarding the impact their views on the consultation process on the final decision of Government.  However, it was acknowledged that it was important that a representation be made in a constructive and positive form.  

A Panel member added that more applications would be determined by Officers potentially by-passing local input, especially for sensitive and controversial, small scale developments, alongside concern about the gateway arrangements.  They felt that prior to potentially being considered at Committee applications should be screened by the Head of Planning, Chairman of the Planning Committee and three other Planning Members. 

RESOLVED:

That the concerns raised by the Place and Sustainability Overview and Scrutiny Panel were forwarded to the Cabinet.

To receive a proposed New Forest Skills Action Plan.

The Panel received a report on the New Forest Skills Action Plan.

The New Forest Skills Action Plan followed a decision by Cabinet to identify priorities for the legacy of the Freeport and this would therefore be the first Skills Action Plan for the New Forest.  The key elements were for jobs and skills although new economic opportunities were also emerging including the green economy.

A Panel member welcomed the report, but expressed concern that deprived areas in the New Forest were not mentioned, along with schools.  In response, it was confirmed that there was collaboration and community engagement between schools, colleges, training providers, local authorities, local employers and community organisations to shape the curriculum, offer placements and influence strategic skills, therefore working with schools would be crucial.  Colleges were already working with the schools and the Council was looking to ensure that it was more effective and joined up, moving forward.  The composition of this group had yet to be fully determined but the Council was keen to ensure that more than one education representative would be involved.

Another Panel member raised issues around future funding and it was confirmed that for this financial year funding was available.  However, for subsequent years it was uncertain, although there were various funding streams which having the Skills Action Plan could help secure funding from.  In addition, there would be opportunities to be more efficient in delivering skills.

The lack of public transport in the District was also raised as a concern.

A member stated that it was good to see an aspirational document although was concerned as to where people were going to work as the Freeport wasn’t turning out to be the employment panacea that it was sold as and the National Park wouldn’t attract any heavy industry.  In response, it was confirmed that officers were beginning work on a new Economic Development Strategy which would help address wider economic development issues.

There was also concern that the Skills Action Plan didn’t cover the whole of the New Forest and concentrated on the Freeport area only.  This was alongside concerns that schools and colleges were not fully preparing young people for employment in a commercial, industrial or retail world.  In response, it was stated that the Freeport was a significant opportunity for the Waterside and further afield due to the influence and benefit of the Freeport expected to extend into the wider New Forest.  The Skills Action Plan was not designed to be a Waterside only benefit, as the opportunity for funding initiatives also included the Avon Valley and beyond.  Officers reassured the Panel that the reason for setting up a New Forest skills group was to ensure skills opportunities for all residents across the New Forest, not just the Waterside.

RESOLVED:

That the Panel supported the Cabinet recommendations as follows:

1.           To noted and adopt the content of the New Forest Skills Action Plan and accompanying Technical Report; and

2.           Support the objectives and recommended actions of the New  ...  view the full minutes text for item 9.

To receive the  Annual Performance Report for 2024/25.

The Panel received an overview of the Annual Performance Report 2024/25.

It was confirmed that this was the first opportunity to undertake a retrospective look back over the last year, since the launch of the new Corporate Plan.  The Annual Performance Report provided a valuable means to assess and scrutinise the Council’s progress against the commitments and priorities outlined in the Plan. This report presented a strong account of the work delivered across the Council services.

A Panel member felt that the staff turnover (KPI 38) annual result of 13% was a concern, although it was understandable to an extent due to local government reorganisation.  In response, it was confirmed that leaver destinations were mapped out against exit interviews, although exit interviews were seldom taken up by the leaver.  The Executive Management Team had raised concern that more needed to be done to understand why staff had left the Council and where they had gone to.  A data capture exercise was currently being undertaken by HR and it was intended that this information would then be brought back to the Panel at a future date.

RESOLVED:

The Place and Sustainability Overview and Scrutiny Panel noted the Corporate Plan: Annual Performance Report 2024/25.

To receive the Corporate Plan Key Performance Data for Quarter 4.

The Panel received an overview on the Corporate Plan: key Performance Data – Quarter 4 And Target Refresh 2025/26.

A Panel member questioned how the perception of the fear of crime and that residents felt unsafe in their local area would be measured and improved, given a residents survey was not being undertaken.  In response, it was confirmed that the Council wasn’t undertaking a resident survey at this time (as previously agreed at Cabinet) and there were six measures which were derived from the resident survey.  On the perception of crime, specific measures had been undertaken, noted on the dashboard around security and CCTV so that residents felt more secure and safe.  Work was being undertaken in communities and local neighbourhoods to provide assurance, alongside the work to expand CCTV. 

The Panel discussed fly tipping and why any fly tipping per thousand population was an acceptable number as it was felt that no fly tipping per thousand population was acceptable.  In response, it was agreed that no amount of flying tipping was good although the figure would never be zero, despite the efforts of the Council.  It was confirmed that the Council included the actual number of incidents for context.

A target refresh exercise was being undertaken as the Council was planning ahead for the 2025/26 reporting year and the Council wanted to make sure that the targets were still appropriate and challenging.  There were some measures where a target hadn’t been set and a year’s worth of data was required to measure trajectory and to set appropriate targets.  There would be a change to KPI Number 19 – (the percentage of allowed appeals), which would now be based on the number of appeals allowed against the context of the number of application decisions made in the same period.  This would provide a more accurate picture of appeal performance and would be a measure that was less susceptible to huge swings.  The KPI for chargeable waste would also change to reflect the growth in that income generating service.

RESOLVED:

That the Panel considered and reviewed the Q4 dashboard.

That the Panel considered and reviewed the refreshed targets for 2025/2026.

An opportunity for the Portfolio Holder’s to provide an update to the Panel on developments within their portfolio.

The Panel received updates from the Portfolio Holders.

Councillor Geoff Blunden, Environment and Sustainability

The Portfolio Holder confirmed that no incidents of fly tipping was acceptable and that the Council would continue to prevent and take appropriate action where it could, to prosecute perpetrators. 

After many months of planning phase one of the new and improved waste and recycling collection service, it was launched on 9 June 2025.  The Council was already seeing the benefits of this new way of working.  The rollout had been a monumental logistical exercise with over 31,000 dwellings in phase one.  Any outstanding bin deliveries that were being reported by residents were being dealt with quickly.  As with any new service, there would be a period of settling in.  This kind of transition could not happen overnight and minor disruption would be anticipated on a project of this scale.   The Portfolio Holder acknowledged that change could be frustrating but could not ignore the long-term benefits of improved recycling and reduced waste and that this complied with government guidelines. 

In response to a Panel member’s concerns regarding donkeys accessing food waste caddies in Brockenhurst and the requirement for people to move their bins along private roads, it was stated that there was no data at present regarding donkeys accessing food caddies and the Council was awaiting feedback from the waste crews and householders to suggest if this was a one-off or a widespread problem.  It was felt that the point where waste bins were collected from had been well communicated to residents but it was acknowledged that there could be some confusion.  Therefore, if a resident had a particular concern they should contact one of the Waste Advisors in the first instance, to seek advice.  The Portfolio Holder confirmed he would pass on any feedback any comments from the Panel on the waste collection service. 

It was also confirmed that communications from the Council would be reviewed, to improve the service in light of any incidences.  Following this concern was raised from a Panel member regarding the press release by the local Liberal Democrat party who, they felt, had made political capital out of the waste collection rollout.  In response, another Panel Member felt that the Liberal Democrat press release was a reflection of the feedback that some Councillors had received regarding their experience of the roll out. 

Councillor Derek Tipp -  Planning and Economy

The Portfolio Holder reported that two members of the building control team had recently won national awards.  One of the apprentices had won the Apprentice of the Year and another member of staff within the Street Naming and Numbering Team had won an award for accuracy in placing data on GIS mapping. 

Members of the Panel were urged to respond individually to the national consultation on the proposed reforms to Planning Committees and to encourage their Parish and Town Councils to also respond.

There is proposed to be further consultation on the Local Plan this Autumn which would set out a  ...  view the full minutes text for item 12.

To agree the work programme to guide the Panel’s activities over the coming months.

To agree the work programme to guide the Panel’s activities over the coming months.

RESOLVED:

That the Work Programme be approved.