Portfolio Holder Decisions

RESOLVED:

 

a)    That a supplementary budget of £81,100 be approved, and subsequently approve the list of projects at Appendix 1 of the Cabinet report totalling £1,081.104.84; and

 

b)    That the Portfolio Holder for Planning and Economy, in conjunction with the Chair of the Executive Advisory Task and Finish Group, be authorised to make such amendments as they deem appropriate to the approved project lists within 10% of the total budget. Any such amendments will be reported to Cabinet via the financial monitoring reports.

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Planning and Economy

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder Planning and Economy presented the proposed list of CIL projects following officer assessment and the Member Task and Finish Group.

 

The Planning Implementation and Monitoring Team Leader explained that 26 projects had been successful in their application for CIL funding with the list of projects contained in Appendix 1 of the report.

 

Applications for funding had been assessed via the robust framework set by Cabinet in October 2023 and were evaluated by officers in accordance with the approved criteria which was then scrutinised by the Task and Finish Group.

 

Cabinet were being asked to approve an additional £81,100 to the already approved £1million. It was explained that the Council already held these funds and therefore would not incur any additional direct cost. 

 

The Council was keen to fund as many projects as possible and would engage with those applicants that were unsuccessful to seek other potential funding opportunities. 

 

The matter of a strategic CIL approach would be deliberated at a future Council date.

 

RESOLVED:

 

That Cabinet reviewed feedback from Audit Committee and noted the contents of the Strategic Risk Register as part of the 6 monthly review process.

 

KEY DECISION:

 

No.

 

PORTFOLIO:

 

Leaders / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader introduced the Strategic Risk Register following the 6 monthly review process and explained that most of the risks had been covered, with a specific budget set aside for any potential ‘rainy day’ issues that may occur.

 

It was clarified that the blue action points showed the progress of each action alongside the potential risk. The document highlighted the challenges facing the Council, outlined the actionable mitigation strategies attached to these risks, and laid out the proactive approach to assessing risks. A ‘risk owner’ would be designated to provide updates on actions and mitigation of risks.

RESOLVED:

 

That Cabinet recommended to Council the approval of the Corporate Plan 2024-2028 in Appendix 1, updated following public consultation; and

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Leaders / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader presented the Updated Corporate Plan for 2024-2028 and thanked all Officers and Councillors who were involved in its development. 

 

The Performance and Insight Manager reported that, leading up to the consultation, the Corporate Plan had been informed by the administration's election manifesto, feedback from the residents' survey, elected members and staff engagement. Following consultation, feedback has been reviewed with the Executive Management Team, Overview and Scrutiny Panel and the Corporate Plan was now ready for approval by Council.  

 

The Council’s Key Performance Indicators (KPIs) had been firmed up and contained a list of measures that were aligned to the Corporate Plan and could be monitored via the performance management programme.  

 

Feedback on the proposed Corporate Plan had been widely positive, with 75% of respondents agreeing with the vision for the District. All feedback on the plan was considered and was used to shape the final iteration of the plan.  

 

There were two further amendments to the version of the Plan that was presented to Cabinet on the 3^rd April 2024. Both were discussed at panel and will be updated to the final published version. 

 

The Resources and Transformation Overview and Scrutiny Panel had reservations on the emphasis of the Freeport within the Plan and so more balance was awarded to this subject, whilst the focus on housebuilding targets and the progress made within the last financial quarter were positively acknowledged.  

 

Comments from Members on the perception of crime measure and on climate change were noted by Cabinet and acknowledgement to the ongoing work on defining the targets and KPIs was given.  It was explained that work with each service unit was underway on developing a ‘definition document’ to provide the baseline context for each KPI measure to profile each target and assign them to a designated officer.

 

RESOLVED:

 

That the Cabinet:

a)    Agrees that the following represent the priorities for the New Forest in respect of the economic growth which would be achieved through a successfully delivered Solent Freeport:

·       Transport/wider infrastructure

·       Employment and Skills

·       Prosperous Communities

·       Environmental Sustainability

·       The Development of a Local Delivery Plan

 

b)    Instructs officers to develop a New Forest Freeport Delivery Plan and bring it back to Cabinet for consideration.

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

 

The Leader introduced the report and explained that the Solent Freeport was now in its full delivery phase with Marchwood Solent Gateway Site recently seeing its first spade in the ground. The aim was for the Solent port at Southampton to become a global trading gateway. Alongside this, incentives to support investment on tax sites are now in place and would run until 2031. The ability to retain and reinvest the business rates which result from investment will be in place for 25 years.

 

It was now for the Council to agree the priorities for the New Forest in respect of the economic growth that would be achieved through a successfully delivered Solent Freeport. The proposed priorities were set out within the report and would be achieved by way of a New Forest Freeport Delivery Plan that officers would develop for Cabinet consideration.

 

The Strategic Regeneration Advisor informed Cabinet that the forecasted income generation for the next 25 years, identified within the Freeport full business case, was c£500million. This was across the entire Solent Freeport and would not be solely ringfenced for the New Forest. It was therefore vitally important that NFDC put forward a robust and clear delivery plan, shaped by its priorities, to ensure that a good portion of the income generated is reinvested in the District. 

 

The priorities proposed to make up a delivery plan had been supported by the Future New Forest District Partnership, the Steering Group and the Place and Sustainability Overview and Scrutiny Panel. 

 

Cabinet acknowledged that skills and development were vital to the success of the New Forest and that it was imperative that the upskilling was delivered through schools, higher education and in the community. Discussions on this matter had taken place between the Leader and the Solent Skills Meeting Group. The New Forest’s unique circumstances and opportunities meant that a regional approach to skills and development may not be the most applicable or beneficial to the District and therefore it was vital for NFDC to put forward its own bespoke delivery plan. 

 

Infrastructure improvements were already being seen at the Marchwood Military Port and the Portfolio Holder for Planning and Economy explained that this development was an example of where facilities would be enhanced whilst bringing employment to the area. Other members expressed that the development of modern, efficient infrastructure was fundamental to the District. 

 

Discussions were ongoing regarding the offer of apprenticeships and the offer available to young people in the District. It was agreed that information must be communicated to young people on the opportunities available to them so that they could flourish in the New Forest without the need to leave the area.

RESOLVED:

 

That the Cabinet agreed:

a)    The draft responses to representations (attached at Annex 1 to the Cabinet report);

b)    That the revised Supplementary Planning Document (SPD) “Planning for Climate Change” (attached at Annex 2 to the Cabinet report) is formally adopted and published on the Council’s website;

c)     That the revised SPD is taken into account as a material consideration in the determination of all relevant applications that are submitted after the date of adoption; and

d)    That any final editorial changes to the document prior to publication be agreed by the Strategic Director of Place, Operations and Sustainability in consultation with the Portfolio Holder for Planning and Economy.

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Planning and Economy / Environment and Sustainability

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Planning and Economy and the Portfolio Holder for Environment and Sustainability introduced the item and explained that the SPD was now in its final form and would stand as an advisory document that would encourage developers to play their part in building sustainable and resilient buildings that could adapt to climate issues whilst reducing the carbon emissions involved.

 

It was explained by the Senior Policy Planner that the standards contained within the SPD could not go over and above the Council’s adopted local plan nor nationally set policies. However, a primary benefit of the SPD would be in how it sets a base for future NFDC planning policies to be built upon. These policies would be developed during the local plan review which is just beginning. 

 

Members commented on the lack of reference to biodiversity and nature within the SPD. The Senior Policy Planner explained that this document’s focus was on tangible outcomes relating to development within the District and that other documents and policies, such as with biodiversity net-gain in planning applications, did concern these matters.  The Senior Policy Planner also noted that Biodiversity Net gain is now a national requirement.

 

 

 

It was hoped that developers would take heed of the SPD and seek to install infrastructure such as ground source heat pumps where possible whilst reducing their own carbon footprint when building.

 

The Senior Policy Planner explained that as part of the SPD adoption process, all Town and Parish Councils will be written to with an explanation of the document and what changes it entails. Furthermore, all Town and Parish Councils are consulted with as a specific consultee on local planning documents. More detail would be provided as to where the SPD could go in future and how it could help shape policies within the new Local Plan.

The Portfolio Holder for Planning and Economy provided an update on the key areas within his portfolio. The main points were as follows:

 

·       The Local plan review had now begun with updates to be given to Panel in future months.

 

·       The first meeting of the Totton Regeneration Partnership had occurred, with the aim of assessing where to focus improvements to Totton Centre. £136,000 had been provided for ‘quick wins’ that had been designated alongside the Town council for Summer 2024.

 

·       The shop doctor scheme had engaged 32 businesses and feedback would be provided shortly to those participants along with the Mystery Shopper scheme returning for 2024.

 

·       The Rural England prosperity fund was open for businesses with information on how to apply available on the Council’s website. Some money from this had been re-allocated for community use as take up from businesses not as strong.

 

·       Information on ready to start apprenticeships and the Council’s skills hub was now available on the Council’s website. 50 businesses had signed up to the apprenticeship scheme.

 

·       On CIL funding, the final list of projects splitting the £1mil CIL fund stood at 26.

 

Following the update from the Portfolio Holder for Planning and Economy, members of the Panel were able to make comments and ask questions. These were as follows:

 

·       On Key Performance Indicators (KPIs), it was explained that the majority of the listed targets were marked as ‘green’. The measures listed currently related to the existing Corporate Plan and some of the indicators were marked as grey as they had not reached the end of the measuring period. The new Corporate Plan with its new set of measures was currently being drafted and therefore the KPI list would be revised in the near future.

 

·       The Panel heard that a KPI could be set on the take up of the Council’s newsletter.

 

The Portfolio Holder for Environment and Sustainability gave an update on the key pieces of work that had been undertaken recently within his portfolio. These were as follows:

 

·       Following the Waste Strategy approval at February Council, preparations were underway ahead of the key service change in 2025. Messaging and communications were to be constant and consistent with all information kept up to date online and disseminated to all town and Parish Councils, residents newsletter and  as well as all social media channels.

 

·       Conversations regarding the waste strategy were being monitored and the ‘Change is Coming’ campaign would be underway in Summer 2024.

 

·       The Portfolio Holder met members of the New Forest litter pickers and other volunteer groups to discuss the challenges of collecting and disposing of litter, including the sharing of ideas and best practice tips on how to reduce litter. Thanks was given to all of the volunteers across the District who worked hard to keep the District clean. The NFDC Street Scene Team were working hard to remove litter before the Easter Break.

 

·       On fly tipping, several occurrences had been reported and thanks were given to the team that had proactively been to clear the fly tipped items as well as search for the individuals who had left the rubbish.

 

Following the update, members of the Panel asked questions and made comments, which were as follows:

 

·       A question was asked on the closure of tips at Somerley and Marchwood. It was explained that a corporate response was being drafted on these issues following conversations with Hampshire County Council on the closure of the tips. The HCC panel meeting to consider these budgeting issues would be held on 28 March 2024.

 

·       A comment on staff training and the handling of the Council’s website was acknowledged by the Portfolio Holder and would be taken away for response shortly.

 

 

The Panel noted the Portfolio Holders’ Update.

This original decision was called in by seven councillors and in accordance with the Council’s Call-In procedures, was considered at a meeting of the Council’s Place and Sustainability Overview and Scrutiny Panel held on 7 March 2024. 

 

This Panel resolved to refer the matter for a debate at a subsequent special Full Council meeting on 26 March 2024.

 

The Portfolio Holder reconsidered the decision in light of the debate at that special Full Council meeting and made a further decision on 28 March 2024.

On 28 March 2024, Cllr Derek Tipp, the Portfolio Holder for Planning and Economy made the following decision:

 

To agree the final response to the Hampshire County Council’s Mineral and Waste Plan: Partial Update as set out in section 4 and Appendix 1 of the report.

 

Following the conclusion of the Council’s Call-In procedures in respect of this issue, this decision is not subject to further Call-In.

 

Details of the document the Portfolio Holder considered are attached below.

The owner of the property, Enterprise Inns PLC, has requested a review by written representations, of the Council’s decision to include within the listing a part of the property which is shown edged blue at Appendix 1.

 

The Council accepted that the property, that is to say the pub including its gardens and car park, should be listed as an asset of community value for the reasons set out in the report to the Head of Service.  The owners have not sought a review of that decision save in respect of the blue land.  The Council’s view remains that the property is an asset of community value.

The Council is satisfied that the actual current use of the blue land does not further the social interests or social wellbeing of the local community as required by the Act.  In addition there is no evidence to suggest the blue land has furthered the social wellbeing or social interests of the local community in the recent past and that it is realistic to consider it will do so again during the next five years.  The Council’s original decision is therefore to be reviewed to the extent necessary to remove the blue land from the listing of the property as an asset of community value.

The Council considered the Council Tax for 2024/25.

 

The Leader moved the recommendations in the report.  Cllr S Davies seconded the motion.

 

The recommendations were put to a recorded vote, the outcome of which was as follows:-

 

Voting for:- Cllrs Alvey, Armstrong, Blunden, Clarke, Cleary, Craze, Crisell, S Davies, Dunning, Glass, Hartmann, Hawkins, Heron, Linford, Murray, O’Sullivan, Penman, Penny, Poole, Reid, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, Ward and Young.

 

Voting against:- Cllr Reilly.

 

Abstaining:- Cllrs Brand, Clark, Cullen, J Davies, Dowd, Harrison, Haywood, Mballa, McCarthy, Millar, Osborne, Parker, Rackham, A Wade, M Wade and Woods.

 

The recommendations were carried, 28 in favour, 1 against, 16 abstaining.

 

RESOLVED:

 

That the recommendations be approved.

 

Cllr Tungate introduced the report and moved the recommendations from the General Purposes and Licensing Committee meeting held on 5 January 2024.  In doing so, he confirmed that objections had been received to the proposed taxi licensing fees and therefore recommendation ii was no longer applicable for the Council meeting.  Cllr Young seconded the motion.

 

RESOLVED:

 

That the Council:-

 

(a)   Approves the proposed fees (with the exception of taxi licence fees) for financial year 2024/25 as set out in Appendix 1 of the Cabinet report; and

 

(b)   Delegates authority to General Purposes and Licensing Committee to make the decision as to the level of taxi licensing fees for 2024/25 should objections to the proposed fees be raised during the public consultation period.

 

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 26 January 2024.  Cllr Hartmann seconded the motion.

 

RESOLVED:

 

That the Council approve:-

 

(a)   The Treasury Management Strategy 2024/25 to 2026/27 including the Annual Treasury Management Investment Strategy for 2024/25 (and the remainder for 2023/24) and the Treasury Indicators contained within Annex A of the Audit Committee report; and

 

(b)   That authority be delegated to the Section 151 Officer, who in turn delegates to Hampshire County Council’s Deputy Chief Executive and Director of Corporate Operations, as agreed in the Service Level Agreement, to manage all Council investments and borrowing according to the Treasury Management Strategy Statement as appropriate.

 

Cllr Alvey introduced the report and moved the recommendations from the Audit Committee meeting held on 26 January 2024.  Cllr Hartmann seconded the motion.

 

RESOLVED:

 

That the Investment Strategy 2024/25 be approved.

 

Cllr Cleary introduced the report and moved the recommendations from the HR Committee meeting held on 11 January 2024.  Cllr S Davies seconded the motion.

 

RESOLVED:

 

That the Pay Policy Statement 2024/25 at Appendix 1, be approved.

 

PART I – ITEMS RESOLVED BY CABINET

 

There were no speakers on the items resolved by Cabinet at its meeting on 7 February 2024.

 

 

PART II – RECOMMENDATIONS TO COUNCIL

 

Item 2 – Asset Maintenance and Replacement Programme and General Fund Capital Programme 2024/25

 

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

 

RESOLVED:

 

That the Council approve:-

 

(a)   The schedule of projects, as included at Appendix 1 and 2 of the Cabinet report, within the 2024/25 budget, noting this commits the Council to expenditure beyond 2024/25 whereby a project commences in 2024/25 and extends into future years; and

 

(b)   The Vehicle & Plant replacement programme, for a 2-year period, covering purchases due in 2024/25 and 2025/26.

 

Item 3 – Capital Strategy 2024/25

 

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

 

RESOLVED:

 

That the Capital Strategy 2024/25 be approved, including the adoption of the MRP statement.

 

Item 4 – Community Grants 2024/25

 

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

 

RESOLVED:

 

That the Council approve:-

 

(a)   The Community Grant awards, totalling £130,000 in revenue grants and £96,040 in capital grants, as set out in Appendix 1 (of the report to Cabinet), and in more detail in Appendix 2, be approved for inclusion in the Medium-Term Financial Plan and proposed budget for 2024/25;

 

(b)   The proposed recommendations as set out in section 4.2 of the report to Cabinet.

 

(c)   The Community Transport grants totalling £51,100, as set out in section 5.5 of the report to Cabinet along with the recommendation to respond to the HCC consultation, as detailed in 5.7.

 

Item 5 – Local Plan Review

 

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

 

A number of Members highlighted the importance of moving forward with a new local plan at this stage, to meet the needs of the District.  This would include engaging with developers and communities to also understand if any undelivered parts of the current local plan could be retained to meet housing needs.  Ensuring a positive relationship with Town and Parish Councils as part of the neighbourhood plan process was also highlighted.

 

In responding to the debate, the Portfolio Holder highlighted that consultation would be undertaken throughout the process and the Council was committed to meeting with Town and Parish Councils as part of neighbourhood planning.

 

RESOLVED:

 

That the Council agree to:-

 

(a)   Commence a full review of the adopted Local Plan, to include Local Plan Part 1: Planning Strategy 2020 and policies saved from earlier local plans, and the preparation of a Design Code(s) for the Plan Area;

 

(b)   Publish the updated Local Development Scheme work programme at appendix one, initially to cover financial years 2024/25 and 2025/26;

 

(c)   Approve an initial Local Plan budget covering the next two financial years of £700,000, noting that £370,000 is currently allocated in a specific reserve, and that statutory increases in planning fees are expected to yield an additional income of £265,000 over this initial two year period to further contribute towards the cost to complete the full review;

 

(d)   Approve a budget of £200,000 to cover the preparation of a Design Code(s) for the Plan Area;

 

(e)   Agree to update the Statement of Community Involvement to set out how the public and other interested parties will be consulted and can participate in the Local Plan review; and

 

(f)     Agree to the formation of a cross-party working group to provide wider Member engagement, oversight and scrutiny into the preparation of the Local Plan.

 

Item 6 – Tenant Engagement Strategy

 

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

 

One Member highlighted that with 18 responses received to the consultation, it may have warranted revisiting the consultation process prior to adopting the proposed strategy.  Related to this, a Member suggested that a Key Performance Indictor arising from the new corporate plan ought to consider the quality and quantity of consultation with tenants.  It was hoped that with a new, proactive strategy, this could be positively progressed.

 

Some Members considered that low numbers of consultation responses often indicated satisfaction with proposals.  Contrary views were also expressed that whilst the new strategy was a welcome step, low numbers of consultation responses were indicative of poor engagement in the past.

 

Portfolio Holder responded to debate and welcomed support for the policy.  He concluded by highlighting in particular the future of local engagement hubs to hear directly from tenants.

 

RESOLVED:

 

That the Tenant Engagement Strategy be approved and adopted.

 

Item 7 – Members’ Allowances – Scheme to Apply from 1 April 2024

 

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

 

RESOLVED:

 

(a)   That the Council agree that the current scheme of members’ allowances be made as the scheme to apply from 1 April 2024; and

 

(b)   That officers be requested to make the necessary arrangements for a meeting of the Independent Remuneration Panel in Autumn this year, to review and make recommendations on the Council’s Members’ Allowances Scheme in the light of 12months’ operation under the new 48 Member Council structure.

 

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

 

“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 Rackham seconded the motion.

 

The Chairman referred to the provisions of Standing Order 42, which stated that the motion 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 Resources and Transformation Overview and Scrutiny Panel would in due course be considering a report on the Chief Finance Officer’s proposed corporate response to the Hampshire County Council consultation referenced in the motion.  On that basis, it was considered appropriate to refer the motion to the Panel to be considered as part of this piece of work.

 

RESOLVED:

 

That the motion be referred to the Resources and Transformation Overview and Scrutiny Panel.

 

RESOLVED:

 

Cabinet recommended to Council that:

 

i)         Officers proceed to take the necessary decisions to implement the service changes for refuse collection, recycling and food waste collections as set out in Section 5 of the Cabinet report, in readiness for commencement of the new service in Spring 2025;

 

ii)       The budget requirements as set out in section 7 of the Cabinet report are approved, noting that these are included in the Council’s Medium Term Financial Plan.  Council notes in particular the anticipated service roll out costs for 2025/26 at £1.4 million, with a likely offset of £0.8 - £1.2 million through the receipt of EPR funding, and the additional budget requirement for transitional costs, increasing from £1.224 million to £1.825 million;

 

iii)      Officers continue procurement processes to secure the necessary vehicles, wheeled bins, food caddies and other containers, including ancillary services in order to deliver the new service; and

 

iv)      Officers continue to work with Hampshire County Council and other Hampshire partners to identify the best long-term solution to recycling collections and processing to meet the Government requirements and return to Cabinet for a final decision. 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Environment and Sustainability

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Environment and Sustainability introduced the report.  He was pleased that financial information had been received from Government in October 2023 and January 2024 which enabled the Council to further develop plans for transforming the waste service.  The Council had secured Capital funding from Government and refined the roll out plan for the new waste service.  Further information was awaited information from Government in relation to funding.

 

The Council could now proceed with the changes to the waste service, which would increase recycling and reduce waste.  It was recognised that the service changes were a key Council priority and would manage waste in a more sustainable way.

 

The Assistant Director – Place Operations outlined the report and highlighted that an update had been provided to Cabinet in December 2023 detailing the position at county and national level in relation to future funding and the legislation regarding the arrangements for the management of waste.

 

Since December last year, DEFRA had announced the capital funding arrangements in relation to the food waste collection service.  The Council had written to DEFRA responding to this, expressing concern about the funding and timing of the roll out arrangements.  Modelling work was underway with partners across Hampshire to determine the final position for the recycling services for all authorities across Hampshire.

 

It was confirmed that the proposed waste service would deliver most of what had been proposed in the agreed Waste Strategy, approved in July 2022. This included the introduction of wheeled bins with a 180 litre bin for residual waste and a 240 litre bin for recycling and these were to be collected on alternate weeks.  There was also to be a weekly food waste collection service as required by Government.  Glass collections, however would remain a separate collection service which would be collected every 4 weeks in a 55 litre box.  There was still some uncertainly about glass collections in the longer term.

 

The District Council had appealed to DEFRA regarding some of the NFDC requirements for funding which were felt to have been missed.  The Government had also provided more information on the intention to provide transition costs for 2024/25 and ongoing revenue costs for 2026 onwards. 

 

It was expected that the Council would receive funding to support the waste service through the Extended Producer Responsibility scheme and it was noted that more information would be available later in the year.

 

It was highlighted that within the financial implications of the report, glass collection costs were shown separately as this element might be included within the collection of other recycling materials at a later date. If this was introduced, there would be a financial saving.

 

Finally, the Assistant Director Place Operations recognised this was a major service change and resources had been put in place to ensure it would be successful and to achieve performance improvements.

 

A non-executive member questioned how the proposed changes would be communicated to all residents and the timeline for the Communication Strategy.  The Assistant Director Place Operations reported that a draft Communication Strategy was being developed and that elements of it would be communicated to local residents in the near future.  It was confirmed that a range of communication methods would be used for this fundamental service change, including physical information being sent to householders.  There would be a phased approach ahead of the service change.  It was confirmed that the funding had been allocated to deliver this.

 

Other non-executive members welcomed the report and recognised the importance of good communication in relation to the service changes, in particular for those residents who would not receive the core service.  The issue of glass collections in the open forest was highlighted to be a problem whereby live stock had access to the glass containers within the recycling boxes.  It was suggested that consideration could be given to how this could be resolved, possibly with the provision of a lid for the boxes in the open forest.  Another member also highlighted the issues of boxes breaking and being heavy to carry to the kerbside.

 

The Leader acknowledged the positive work involved in the report presented to Cabinet and welcomed the clarity received from Government to date.  She spoke about the Waste Strategy group and expressed her thanks to the Place Operations Strategy and Performance Manager and the members who had been involved in the Task and Finish Group which had considered the waste proposals.

 

 

PART I – ITEMS RESOLVED BY CABINET

 

There were no items resolved by Cabinet in this report.

 

 

PART II – RECOMMENDATIONS TO COUNCIL

 

Item 1 – Waste Strategy Implementation – Revised Timeline and Financial Appraisal

 

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

 

RESOLVED:

 

That the Council agree that:-

 

(a)   Officers proceed to take the necessary decisions to implement the service changes for refuse collection, recycling and food waste collections as set out in Section 5 of the Cabinet report, in readiness for commencement of the new service in Spring 2025;

 

(b)   The budget requirements as set out in section 7 of the Cabinet report are approved, noting that these are included in the Council’s Medium Term Financial Plan.  Council notes in particular the anticipated service roll out costs for 2025/26 at £1.4 million, with a likely offset of £0.8 - £1.2 million through the receipt of EPR funding, and the additional budget requirement for transitional costs, increasing from £1.224 million to £1.825 million;

 

(c)   Officers continue procurement processes to secure the necessary vehicles, wheeled bins, food caddies and other containers, including ancillary services in order to deliver the new service; and

 

(d)   Officers continue to work with Hampshire County Council and other Hampshire partners to identify the best long-term solution to recycling collections and processing to meet the Government requirements and return to Cabinet for a final decision.

 

Item 2 – Housing Revenue Account Budget and the Housing Sector Capital Expenditure Programme 2024/25

 

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

 

The recommendations were put to a recorded vote, the outcome of which was as follows:-

 

Voting for:- Cllrs Alvey, Armstrong, Blunden, Brand, Clark, Clarke, Cleary, Craze, Crisell, Cullen, J Davies, S Davies, Dowd, Dunning, Glass, Harrison, Hartmann, Hawkins, Haywood, Heron, Linford, Mballa, McCarthy, Millar, Murray, O’Sullivan, Osborne, Parker, Penman, Penny, Poole, Rackham, Reid, Reilly, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, A Wade, M Wade, Ward, Woods, Young.

 

Voting against:- None.

 

Abstaining:- None.

 

The recommendations were carried unanimously, 45 in favour, 0 against, 0 abstaining.

 

RESOLVED:

 

That Council approve the HRA budget and housing public sector capital expenditure programme for 2024/25, as follows:-

 

(a)   That from 01 April 2024, an increase in rents of 7.7% from the 2023/24 weekly rent level, in accordance with Government guidelines, be agreed;

 

(b)   That from 01 April 2024, an increase in garage rents of 15% from the 2023/24 weekly rent level be agreed;

 

(c)   That from 01 April 2024, an increase in shared ownership property rents of 9.4% from the 2023/24 weekly rent level, in accordance with Government guidelines of RPI +0.5%, be agreed, and that the weekly rent of one additional property sold under previous legislation be increased by 7.7%;

 

(d)   That from 01 April 2024 the new disaggregated approach to Service charges, which will reflect transparent and up to date annual charges for all eligible communal and domestic charges incurred by the Council, be agreed;

 

(e)   That the HRA budget, as set out in Appendix 1 of the Cabinet report, be agreed; and

 

(f)     That a Housing Capital Programme to 2026/27, as set out in Appendix 4 of the Cabinet report, be agreed.

Item 3 – Medium Term Financial Plan and Annual Budget 2024/25

 

The Chairman used his discretion to allow the Leader of the Council and the Leaders of the Opposition Groups only to exceed the time limit for making budget speeches.  He highlighted his intention to attempt to facilitate one budget debate on the recommendations from Cabinet and any single alternative proposal, also at his discretion.  However, should more than one amendment be tabled, he indicated that these would be dealt with one at a time, for clarity.

 

The Leader of the Council made a statement on the budget as proposed in the report of the Cabinet dated 21 February 2024, a copy of which is attached to these minutes.

 

The Leader of the Liberal Democrat Group made a statement and moved an amendment in the form of an alternative budget.  Cllr Clark seconded the amendment. A copy of the alternative budget was circulated to all Members as a supplementary agenda item and a copy of the statement made is attached to these minutes.

 

The Council debated the Cabinet’s budget proposals together with the alternative budget.

 

The alternative budget was put to a recorded vote, the outcome of which was as follows:-

 

Voting for:- Cllrs Brand, Clark, Cullen, J Davies, Dowd, Harrison, Haywood, Linford, Mballa, McCarthy, Millar, Osborne, Rackham, Reilly, A Wade, M Wade and Woods.

 

Voting against:- Cllrs Alvey, Blunden, Clarke, Cleary, Craze, Crisell, S Davies, Dunning, Glass, Hartmann, Hawkins, Heron, Murray, O’Sullivan, Penman, Penny, Poole, Reid, Rickman, Sleep, Thierry, Tipp, Tungate, Ward and Young.

 

Abstaining:- Cllrs Armstrong, Parker and Richards.

 

The amendment and alternative budget was lost, 17 in favour, 25 against, 3 abstaining.

 

The substantive motion of the budget as outlined in the report of the Cabinet dated 21 February 2024 was put to a recorded vote, the outcome of which was as follows:-

 

Voting for:- Cllrs Alvey, Blunden, Clarke, Cleary, Craze, Crisell, S Davies, Dunning, Glass, Hartmann, Hawkins, Heron, Murray, O’Sullivan, Penman, Penny, Poole, Reid, Richards, Rickman, Sleep, Thierry, Tipp, Tungate, Ward and Young.

 

Voting against:- Cllrs Brand, Clark, Cullen, J Davies, Dowd, Harrison, Haywood, Linford, Mballa, McCarthy, Millar, Osborne, Rackham, Reilly, A Wade, M Wade and Woods.

 

Abstaining:- Cllrs Armstrong and Parker.

 

The substantive motion and budget as outlined in the report of the Cabinet dated 21 February 2024 was carried, 26 in favour, 17 against, 2 abstaining.

 

RESOLVED:

 

That Council agree that:-

 

(a)   The updated MTFP and financial strategy, as set out in the Cabinet report and throughout appendices 1-3, are approved;

 

(b)   There is a General Fund Net Budget Requirement in 2024/25 of £24,513,250, as set out in appendices 5a - d to the Cabinet report;

 

(c)   The New Forest District Council Band D Council Tax for 2024/25 shall be £199.79;

 

(d)   The Council approves the formal determination (appendix 6), as required by the Levelling up and Regeneration Act 2023, to apply Council Tax premiums to dwellings occupied periodically and long-term empty dwellings, for implementation from 1 April 2025;

 

(e)   The General Fund Capital Programme for 2024/25 of £16.579 million, as set out in appendix 7 to the Cabinet report be approved; and

 

(f)     The proposed fees and charges as included at appendix 8 to the Cabinet report be approved.

 

RESOLVED:

 

That the minutes of the meeting held on 11 December 2023, be confirmed.

 

The Council officers named in the report left the room for this item of business.

 

The Leader of the Council moved the recommendations in the report.  Cllr S Davies seconded the motion.

 

Members of the Council spoke in support of the proposed appointments.

 

RESOLVED:

 

That the Council approves:-

 

(a)   The appointment of Richard Knott as Strategic Director – Housing and Communities of New Forest District Council; and

 

(b)   The appointment of Tanya Coulter as Monitoring Officer of New Forest District Council (substantive post – Assistant Director – Governance).

 

RESOLVED:

 

Cabinet recommended to Council that:

 

i)                  the updated MTFP and financial strategy, as set out in the Cabinet report and throughout appendices 1-3, are approved;

 

ii)                 there is a General Fund Net Budget Requirement in 2024/25 of £24,513,250, as set out in appendices 5a - d to the Cabinet report;

 

iii)               the New Forest District Council Band D Council Tax for 2024/25 shall be £199.79;

 

iv)               the council approves the formal determination (appendix 6), as required by the Levelling up and Regeneration Act 2023, to apply Council Tax premiums to dwellings occupied periodically and long-term empty dwellings, for implementation from 1 April 2025;

 

v)                the General Fund Capital Programme for 2024/25 of £16.579 million, as set out in appendix 7 to the Cabinet report be approved; and

 

vi)               the proposed fees and charges as included at appendix 8 to the Cabinet report be approved.

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Finance and Corporate / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate presented the report detailing the budget for 2024/25.  He highlighted that there was a General Fund net budget requirement of £24.5 million and the rise of the Council Tax Band D for 24/25 to £199.79, a rise of 2.99%.  This was the maximum allowed under the current rules but was considerably below inflation.  He was delighted to be able to present a fully balanced budget and expressed his thanks to the accounts department and all officers of the Council.

 

He further spoke about the better than expected return on investments and a rise in the government finance settlement since the Autumn statement which had increased by £200,000 which was positive news.

 

The Strategic Director Corporate Resources & Transformation reported he was pleased to be in a position to present a proposed balanced budget for 2024/25.

 

The 2024/25 finance settlement had been good to the Council, with the funding guarantee grant being increased by the government from 3% as it appeared in the provisional settlement before Christmas, to 4% in the final settlement, equating to £200,000.  It was disappointing that the settlement was only for 1 year, which made planning difficult for the medium term creating funding cliff edges from one year to the next.  The value of the 4% funding grant for 2024/25 was £1.2 million, yet for 2025/26 that figure could be anywhere from zero to £1.2 million.  The Council would continue to support sector lobbying on this.

 

The Strategic Director Corporate Resources and Transformation referred to section 10 of the report, which confirmed it was his duty as the Council’s chief finance officer to comment on the robustness of estimates and adequacy of reserves.  It was his view that the budget, as prepared was financially sound and based on a reliable evidence base.  New items and changes to budgets had been appropriately costed and accounted for.  Forecast income levels were not overinflated.  Assumptions over the medium term were also based on latest expectations based on the most likely scenario for funding and cost pressures, and the Council had a sound and achievable plan to address the forecast £2.7 million deficit for 2027/28.

 

The general fund reserve was £3 million which was considered appropriate and proportionate.  There was an HRA reserve of £1 million, recognising this was a more reliable income base and provided the ultimate backstop support for unavoidable cost increases as they might occur in the year.

 

It was confirmed that 2024/25, the proposed Council Tax bill element was £199.79 for the year for an average band D property, an increase of 2.99% on the previous year.  The overall Council Tax setting paper would be presented to the Council for formal approval on 26^th February, which would include the annual charge of £199.79 as well as the precepts from the County Council, the Police and Crime Commissioner, the fire and rescue service, and the relevant town and parish council. The NFDC element was a small proportion, 9% of the overall Council tax charge.

 

The Portfolio Holder for Planning and Economy expressed his support to the proposed budget.  It would enable the Council to support local businesses and those looking for apprenticeships through the Apprenticeship and Skills Hub and other activities such as the mystery shopper scheme, supporting high streets and town centres.

 

The Portfolio Holder for Environment and Sustainability reiterated his support to a detailed and robust report and expressed his thanks to all staff.  The Portfolio Holder reported he had already spoken about waste but that he was pleased the budget included the development of a parking strategy and a fleet and infrastructure strategy which were important to deliver a modern and efficient service.  This would support the Council’s carbon reduction.  There was also continued support to deliver on the Councils Climate and Emergency Action Plan with a budget of £250,000.

 

A non-executive member was reassured to hear that a balanced budget for 2024/25 had been proposed.  He questioned how the New Forest residents would see service enhancements through the various Council strategies.   In response, the Portfolio Holder for Finance and Corporate acknowledged that this was detailed within the budget report.  Examples were provided with the Council seeking through the HRA to reduce the carbon footprint with more energy efficient homes, the changes in the waste collection service sought to increase the recycling rate which would benefit residents and the environment as well as the apprenticeship scheme. 

 

The Leader of the Council further added the proposed budget outlined Council priorities with CCTV, Community Grants, the Local Plan, a budget to support regeneration as well as optimisation of Council office space to provide an income to the Council.  The budget did a lot of things to support local residents.

 

RESOLVED:

 

That Cabinet recommends to Council the HRA budget and housing public sector capital expenditure programme for 2024/25, as follows:

 

i)         that from 01 April 2024, an increase in rents of 7.7% from the 2023/24 weekly rent level, in accordance with Government guidelines, be agreed;

 

ii)       that from 01 April 2024, an increase in garage rents of 15% from the 2023/24 weekly rent level be agreed;

 

iii)      that from 01 April 2024, an increase in shared ownership property rents of 9.4% from the 2023/24 weekly rent level, in accordance with Government guidelines of RPI +0.5%, be agreed, and that the weekly rent of one additional property sold under previous legislation be increased by 7.7%;

 

iv)      that from 01 April 2024 the new disaggregated approach to Service charges, which will reflect transparent and up to date annual charges for all eligible communal and domestic charges incurred by the Council, be agreed;

 

v)       that the HRA budget, as set out in Appendix 1 of the Cabinet report, be agreed; and

 

vi)      that a Housing Capital Programme to 2026/27, as set out in Appendix 4 of the Cabinet report, be agreed.

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Housing and Homelessness

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Housing and Homelessness reported he was delighted to present the report.  He acknowledged the future challenge for all housing authorities to transition to more energy efficient homes, with upgrades such as Air Source Heat Pumps, where appropriate and the requirement for the Council’s housing stock to be EPC rated C by 2030.  He referenced the Council’s new housing developments including Penman House in Totton and the Hythe Hospital site which were being built to the Future Homes Standard.

 

The Portfolio Holder highlighted his comments in the report on the need to maintain sound finances which would enable continued and good quality accommodation and services for tenants.

 

The Interim Strategic Director Housing and Community Safety outlined the recommendations in the report with a proposed annual rent increase of 7.7%, a 15% increase in garage rents, a rent increase for shared ownership which would affect three properties and the disaggregated approach to service charges which would affect 1,300 tenants.  He highlighted that there had been consultation with all tenants who would been affected and that their views had been sought.  Tenants had also been provided with information relating to how they would individually be affected by the proposed changes. 

 

The expenditure levels were detailed in paragraphs 3.6-3.8 of the report.  The proposed rent increases would enable a significant investment of £17.8 million to be spent on tenants’ properties.  £1 million had been allocated towards maintaining fire safety and £2.170 million had been proposed for greener housing initiatives.

 

It was highlighted that the medium-term financial position of the HRA account for future years had an estimated operating deficit of approximately £1 million.  This demonstrated the financial pressures of the repairs programme and decarbonisation costs.  These would be further reviewed to enable a balanced budget.  It was essential to maximise income and ensure that all costs were rigorously assessed.

 

A non-executive member welcomed the transparency of the service charges.  It was questioned when further information would become available on the decarbonisation programme.  In response, the Interim Strategic Director Housing and Community Safety reported that this was being finalised.  The work had been plotted out for all the replacement components over the next 30 years and checks had been made to ensure there was no doubling up of work.  Following this, a meeting would be held with external consultants and it was expected that a revised Business Plan would be available in April.

 

The Leader of the Council expressed her faith in officers and to the Portfolio Holder.  She was pleased to see the involvement of the Tenant Involvement Group and urged all tenants to get involved and provide their input.

 

RESOLVED:

 

That Cabinet recommend Council approve:

 

a) Community Grant awards, totalling £130,000 in revenue grants and £96,040 in capital grants, as set out in Appendix 1, and in more detail in Appendix 2, be approved for inclusion in the Medium-Term Financial Plan and proposed budget for 2024/25.

 

b) The proposed recommendations as set out in section 4.2

 

c) The Community Transport grants totalling £51,100, as set out in section 5.5 along with the recommendation to respond to the HCC consultation, as detailed in 5.7.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Community, Safety and Wellbeing.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Community, Safety and Wellbeing introduced the report on Community Grants 2024/25. The report detailed the annual Community Grants process and the proposed grant allocations, as set out in the report.

 

The Service Manager, Revenue, Benefits and Customer Services explained that this was an annual process and that the Task and Finish Group had considered and assessed 43 applicants. £617,000 had been applied for in total in revenue grant applications. The Housing and Communities Panel had supported the recommendations of the Task and Finish Group. Support would continue for the three Community Transport Schemes as well, with a response to HCC being sent shortly offering the Council’s support for the continuation of the schemes beyond 31 March 2025.

 

Although a prudent approach was encouraged for all Council expenditure, the Leader was pleased that the Council was able to award grants local organisations and community groups that support our residents. Both Executive and Non-Executive members offered their thanks for all of the hard work and time that Officers and Task and Finish Group members had put into the process. Members expressed that it was pleasing to see smaller, community projects being supported for another year.

 

1.1 That the Cabinet recommend to Full Council that the current scheme of members’ allowances be made as the scheme to apply from 1 April 2024.

 

1.2 That officers be requested to make the necessary arrangements for a meeting of the Independent Remuneration Panel in Autumn this year, to review and make recommendations on the Council’s Members’ Allowances Scheme in the light of 12 months’ operation under the new 48 Member Council structure.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

N/A

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Service Manager, Democratic and Support Services introduced the report for the Members' Allowances Scheme to apply from 1 April 2024. It was explained that the current scheme was adopted in July 2022 following a review by the Independent Remuneration Panel. The scheme remains unchanged. If there is an employee’s national pay award for 2024/2025 agreed it will, under the terms of the Scheme, be back dated to April 1, 2024.

 

Arrangements were approved for two reviews of the Council’s Members’ Allowances scheme: during 2022/23 and from 2024 onwards.

 

The second review, taking place in Autumn 2024, will reflect on the commencement of the new 48 Member Council structure and associated governance arrangements following the local election in 2023.

RESOLVED:

 

That the Cabinet recommend to Full Council that the Capital Strategy 2024/25 be approved, including the adoption of the MRP statement.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Finance & Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate introduced the Capital Strategy 2024/25 report. The report detailed the proposals for the strategy and outlined how the strategy would be delivered and funded.

 

The Strategic Director Corporate Resources and Transformation / S151 Officer explained that the report brings together the General Fund programme, and HRA programme and confirms the overall programme financing, and relationship that financing has with the projected cash balances, and cost of financing to both the general fund and HRA.

 

It was explained that the Council had a fairly large programme, with around £128 million forecast to be spent over the next 3 years.

 

Up to the current year, the Council had supported the financing of the capital programme through internal cash balances, a process known as internal borrowing, and had been repaying this internal borrowing through a charge through the revenue accounts known as Minimum Revenue Provision. The report also outlined the continuation of the MRP statement and approach into 2024/25, which is required under CIPFFA rules.

 

External borrowing was required to finance the programme. This was always anticipated when the Council adopted its commercial and residential strategies, and the 2018 housing delivery strategy, with an expectation of spending of over £100m by 2026, with around 50% to be financed through external borrowing.

 

It was heard that the current and forecast levels of debt fall well within the debt boundaries as set in the report, and the financing costs remain affordable over the medium term.

 

A non-executive member questioned whether the £1.8m Government grant would reduce the CFR figure. The Strategic Director Corporate Resources and Transformation / S151 Officer explained that the grant will reduce the CFR figure however this was a high-level strategy with £128m expenditure over three years and although the £1.8m grant was a substantial figure, it was minor in the context of the entire strategy’s funding.

RESOLVED:

 

That Cabinet:

 

1.1 That the Cabinet approve and recommend to Full Council that:

 

1.1.1 The schedule of projects, as included at Appendix 1 and 2 be approved within the 2024/25 budget, noting this commits the Council to expenditure beyond 2024/25 whereby a project commences in 2024/25 and extends into future years.

 

1.1.2 The Vehicle & Plant replacement programme be approved for a 2-year period, covering purchases due in 2024/25 and 2025/26.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Corporate & Finance

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate introduced the report for the Asset Maintenance & Replacement Programme and General Fund Capital Programme 2024/25. He explained that it was vital to ensure all capital assets are maintained and kept fit for purpose.

 

The Strategic Director Corporate Resources and Transformation / S151 Officer explained that the report confirmed the process to come up with the proposed list of projects for both the revenue funded planned maintenance and cyclical replacement of assets, and the proposed general fund capital programme for 2024/25 through to 2026/27.

 

The proposed Revenue programme aligned to the resources available and set aside a modest contingency to support any variations or additional projects that may arise throughout the year.

 

One item of note was the £300,000 increase to the leisure centre maintenance budget, facilitated by the additional contractual income from Freedom Leisure. This meant that the Council would be able to continue to deliver on its landlord maintenance responsibilities for the centres.

 

It was explained that for the capital programme, the funding was confirmed as either wholly or partly NFDC funded or delivered by the Council but wholly third party funded.

 

It was believed that the Council had a good mix of required projects, and an appropriate and proportionate maintenance and capital programme set out.

 

A non-executive member raised a question on the £1.8m funding from Government for the Waste Strategy. The Portfolio Holder explained that this funding would unlikely cover all of the required costs related to the relevant aspect of the Waste Strategy implementation.  

RESOLVED:

 

That Cabinet:

 

       i.         notes the latest budget forecasts of the General Fund (section 5), Capital (section 6), and HRA (section 7), and;

 

     ii.         supports the proposed approach (outlined in para 5.11) to utilise the additional investment income and one-off VAT refund to increase the Revenue Contribution to Capital Programme financing, in order to support a reduction in capital financing costs over the medium term.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Finance and Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate introduced the Financial Monitoring Report. He stated that there had been challenges, some variations but also some positives to report. The Strategic Director of Corporate Resources and S151 Officer explained that Senior Officers were being proactive in identifying, addressing and reporting variations as they occurred within the service budgets. Regarding the General Fund, the two variations of note were the interest earning position and the VAT reclaim. Work with colleagues in the treasury team at Hampshire County Council and with NFDC’s third party treasury advisors continued and, as the Council was a net investor for the majority of the year, the high base rate had been a positive in terms of investment earnings. Given the Council’s large capital programme, the additional earnings would be put to good effect and support the financing of the capital programme delaying the timing of external borrowing required to ultimately finance that programme. There was less spend on homelessness than had been forecast, however this was countered with the additional budget requirements in the private sector leasing scheme. There was also a carry forward of £560,000 of government grant into 2024/2025 to spend on ongoing support to Ukrainian families located within the District. There were relatively minor variations being reported with the HRA at this time. There was £1.5m of rephasing into 2024/2025 for the Hardley Depot project, which was now underway with foundations being laid and steels being erected this month.

 

A non-executive member outlined that whilst appreciating the prudent financial management, more money should be spent by the Council on revenue projects that benefitted the residents, however the Portfolio Holder explained that all money spent by the Council was undertaken to benefit the residents of the District. With inflation hitting most costs associated with Council expenditure it was prudent not to make financial commitments that could not be met.

 

RESOLVED:

 

That the Cabinet recommends that the Council agree to:

 

(a) commence a full review of the adopted Local Plan, to include Local Plan Part 1: Planning Strategy 2020 and policies saved from earlier local plans, and the preparation of a Design Code(s) for the Plan Area;

 

(b) publish the updated Local Development Scheme work programme at appendix one, initially to cover financial years 2024/25 and 2025/26;

 

(c) approve an initial Local Plan budget covering the next two financial years of £700,000, noting that £370,000 is currently allocated in a specific reserve, and that statutory increases in planning fees are expected to yield an additional income of £265,000 over this initial two-year period to further contribute towards the cost to complete the full review;

 

(d) approve a budget of £200,000 to cover the preparation of a Design Code(s) for the Plan Area;

 

(e) agree to update the Statement of Community Involvement to set out how the public and other interested parties will be consulted and can participate in the Local Plan review; and

 

(f) agree to the formation of a cross-party working group to provide wider Member engagement, oversight and scrutiny into the preparation of the Local Plan.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Planning & Economy.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Planning and Economy introduced the report on the Local Plan Review. The report addressed the need to review the Local Plan and how it was vital in setting the vision and key objectives for the New Forest District. Given the wider challenges and opportunities that the Council will face, particularly the matter of housing supply, commencing work on a full review of the Local Plan, as a single comprehensive document, is recommended.

 

The Acting Assistant Director of Place Development explained how the different sections of the report, namely the options available to Council as well as the need for a new Design Code.

 

There would be an outlay of £700,000 over the next two financial years to progress the preparation and full evidence base/ independent examination of the local plan. This cost implication, along with a further £200,000 on development of the Design Guide, would be vital in creating a tool that would encourage investment and development across the District.

 

It was suggested by non-executive members that new housing and development should be both sustainable and bold in design.

 

It was explained that the Government requires local authorities to review their local plans every 5 years and therefore it is prudent to make budget provision. The extent to which the plan is reviewed is at the discretion of the authority.

 

It was explained that a cross-party Task & Finish Group would be created to ensure wider Member engagement in the oversight and scrutiny of the Local Plan and encourage ownership of the process and outcomes when considered by full Council.

RESOLVED:

 

That Cabinet approve the current draft of the Tenant Engagement Strategy, before being presented to Council on 26 February for final approval and adoption by the Council.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Housing and Homelessness.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Housing and Homelessness introduced the report on the Tenant Engagement Strategy, restating the Council’s intention to engage with all tenants and to learn the needs and desires of tenants across the District. Unfortunately, the response rate to the consultation was low, however the feedback received was useful and it was acknowledged how the delivery of this strategy, and the wide-ranging commitments within it, was a key element in improving engagement across the district, over the course of the strategy period.

 

The Tenant Engagement Manager explained that the proposed strategy followed a stakeholder consultation and met the requirements of the Social Housing Regulation Act, proposed Consumer Standards and the expectations of the District’s Council Housing tenants. Referencing paragraphs 4 and 5 of the report, it was explained that a number of positive steps had been identified to increase engagement between tenants, other providers in our locality and the Council. It was stated that the proposed strategy was supported by Officers and Tenants of the Council.

 

A non-executive member expressed disappointment in the lack of response to the consultation. In the past, some tenants had found it hard to engage with the Council, but it was acknowledged that this strategy would seek to resolve this. Monitoring of the strategy’s effectiveness would take place via the new suite of 22 Tenant Satisfaction Measures, particularly the 12 new perception measures, which will measure tenants’ satisfaction with the Council on areas such as how well the Council listens to views and acts upon them. Of the 18 respondents to the consultation, feedback was positive on the proposed strategy. A Cabinet member expressed that low feedback was not always a negative and that it could reflect the fact that many are content with the current level of engagement and the Council’s offering.

 

It was explained that one of the actions within the strategy was to engage with other landlords who the Council work with locally in order for the benefits of community engagement to be wide reaching.

 

Feedback from housing tenants and those tenants of association housing would be collated and logged in a national league table, ranking landlords across the country.

RESOLVED:

 

That the minutes of the Special and Ordinary Council meetings held on 9 October 2023, be confirmed.

 

PART I – ITEMS RESOLVED BY CABINET

 

There were no speakers on the items resolved by Cabinet at its meeting on 1 November 2023.

 

 

PART II – RECOMMENDATIONS TO COUNCIL

 

Item 2 – Procurement Strategy (2023 Refresh)

 

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

RESOLVED:

 

That the Procurement Strategy (2023 Refresh) set out in attachment Appendix 1 of the report, be adopted.

PART I – ITEMS RESOLVED BY CABINET

 

Item 3 – Medium Term Financial Plan 2023 Onwards

 

One Member highlighted the burden placed on motorists of the New Forest by raising car parking fees and charges.  In response, the Portfolio Holder for Finance and Corporate highlighted that the Council’s decision on this matter had provided for service users of car parks to contribute towards an appropriate level of fees and charges, rather than the wider local population, some of whom may not be able to afford a car.

 

Item 5 – Supporting the Armed Forces and the Armed Forces Covenant

 

The Council’s Armed Forces Member Champion welcomed the amendment made at the Cabinet meeting, to recognise explicitly in the recommendations all four services and Armed Forces charities.  Other Members welcomed the report and the work underway across the Council.

 

One Member highlighted the work of the Royal British Legion, including recent campaigns for a Veterans Commissioner for England.  He encouraged councillors to keep in touch with this work and to support their campaigns where relevant and appropriate in support of the covenant commitments.

 

 

PART II – RECOMMENDATIONS TO COUNCIL

 

Item 6 – Transformation Strategy 2024-2028 (Future New Forest – Transforming Tomorrow, Together)

 

The Leader introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Heron seconded the motion.

 

Some Members highlighted the importance of maintaining face-to-face customer services for residents, ensuring this worked for all parts of the New Forest.  Consultation in respect of any proposed changes was also highlighted as a key aspect of bringing both staff and residents along the Transformation journey.

 

The Portfolio Holder for Finance and Corporate highlighted that Transformation was a broader improvement programme wider than customer services alone, which in itself was designed to achieve efficiencies.  This would allow the Council to consider options to maintain or enhance capacity for those residents who engaged with the Council in a non-digital way.

 

In responding to the debate, the Leader committed to maintaining a face-to-face customer offer for those residents who needed it, alongside ensuring that meaningful consultation was undertaken and considered throughout the process.

 

RESOLVED:

 

That the Transformation Strategy at Appendix 1 and the Year One Indicative Work Programme at Appendix 2 of the Cabinet report, be approved.

 

Item 7 – Council Tax 2024/25 – Setting the Tax Base

 

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

RESOLVED:

 

That:-

 

(a)   The calculation of the Council’s tax base for the year 2024/25 be approved; and

 

(b)   Pursuant to the report and in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by this Council as its council tax base for the year 2024/25 be as follows and as detailed in Appendix 3 of the Cabinet report:-

 

 

Item 8 – Council Tax Reduction Scheme 2024/25, Housing Benefit Income Disregard and National Non-Domestic Rate Relief Policy Review

 

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

A Member of the Task and Finish Group expressed his concern about moving forward with changes, given the low levels of consultation response.  Some Members asked how this might be addressed moving forwards.  A member highlighted the volume of consultations the public were currently being asked to respond to and this might be presenting in fatigue to the exercise, without assurance that the responses were truly impactful on the final design of proposals.

 

In response to the debate, the Portfolio Holder shared Members’ disappointment with the low number of consultation responses.  However, the context for the report was £9.5 million of resident support, which had been received well by partner agencies, many of which were advocates for those hard to reach groups that Members recognised were important to engage.

 

RESOLVED:

 

That:-

 

(a)   An increase the standard earnings disregard and removal of the additional earnings disregard, as detailed in Section 7 of the Cabinet report, from 1 April 2024, be approved;

 

(b)   That a Task and Finish Group review a Banded scheme during 2024;

 

(c)   That the full disregard of war pension income in the assessment of Housing Benefit, as detailed in Section 9 of the Cabinet report, be approved; and

 

(d)   That the updated National Non-Domestic Rate Relief policy as detailed in Section 10 of the Cabinet report, be approved.

 

Item 9 – Freedom Leisure Contract Variation

 

Cllr Poole introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

Cllr Rackham moved the following amendment as an addition to the recommendation:-

 

“That the support offered to Freedom Leisure is conditional, upon Freedom Leisure guaranteeing that existing services used by established community groups are protected and maintained.”

 

Cllr M Wade seconded the amendment.

 

Members speaking for the amendment highlighted the contract variations undertaken to support Freedom Leisure to date, and concerns that this would continue into the future, coupled with uncertainty for community use of the facilities.

 

Members speaking against the amendment highlighted the improved financial position of the Council having entered into the partnership with Freedom Leisure.  It was suggested that in operating the leisure centres, Freedom should be entitled to make operational decisions to the benefit of all customers and users of the facilities.  Some Members expressed that the recent swimming club consultation could have been handled better and lessons could be learnt moving forward on any proposed service changes.

 

In responding to the debate on the amendment, Cllr Rackham highlighted the uncertainty faced by community groups and the need for protection of their use of the facilities they depended upon.

 

In responding to the debate on the amendment, the Portfolio Holder for Community, Safety and Wellbeing reiterated that Freedom Leisure needed to make operational decisions on the running of leisure services.  He concluded by reminding the Council that had it not entered into the partnership, the full financial burden for the rising cost of utilities would be with the Council.

 

Put to the vote, the amendment was lost.

 

The Council continued to debate the substantive motion.  One Member highlighted the global energy crisis that could not have been foreseen when the Council entered into the partnership and in doing so, it had allowed the Council to share this burden instead of having to address the full financial impact alone.  Some Members expressed their concern that the contract continued to be subject to variations, and this was changing the landscape of the original benefits of the partnership arrangements.

 

In responding to the debate on the substantive motion, the Portfolio Holder for Community, Safety and Wellbeing reminded the Council that five leisure centres remained open for business in the New Forest, and without the support of a partner to share the burden of the utility costs, the Council would be looking at how the full financial burden could be addressed.  In many other local authority areas, this gap had been addressed by the closure of some facilities.

 

A request for a recorded vote was supported by the requisite additional 11 Members.  Subsequently, the substantive motion of the report of Cabinet was put to a recorded vote, the outcome of which was as follows:-

 

Voting for:- Cllrs Alvey, Armstrong, Clarke, Cleary, Craze, Crisell, Dunning, Glass, Hartmann, Hawkins, Heron, Linford, Murray, O’Sullivan, Penman, Penny, Poole, Reid, Rickman, Rippon-Swaine, Sleep, Thierry, Tipp, Tungate, Ward and Young.

 

Voting against:- Cllrs Brand, Cullen, J Davies, Dowd, Harrison, Haywood, Mballa, McCarthy, Millar, Millington, Osborne, Parker, Rackham, Reilly, Richards, M Wade and Woods.

 

Abstaining:- None.

 

The motion was carried, 26 in favour, 17 against, 0 abstaining.

 

RESOLVED:

 

That the proposals set out in the Cabinet report be approved, to vary the contract with Freedom Leisure to deal with the significant challenges presented by the unforeseen increases in energy costs, achievable via the incorporation of a mechanism for the Council to share the cost of utilities over and above the costs assumed in the bid.

 

In the opinion of the local authority it is satisfied that it is not unreasonable to think that once it is able to open as a public house again, the Property will further the social interests or social wellbeing of the local community as required by the Act.  I therefore confirm the Council's original decision to list the Property as an asset of community value.

In the opinion of the local authority the actual current use of the building or other land that is not an ancillary use furthers the social wellbeing or social interests of the local community, and it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore meets the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

In the opinion of the local authority it is satisfied that the Red Lion’s use as a pub is not an ancillary use and that the use furthers the social well-being and social interests of the local community.  The Council’s original decision is therefore confirmed.

See accompanying document.

In the opinion of the local authority, the actual current use of the Property or other land that is not an ancillary use furthers the social wellbeing or social interests of the local community, and it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore meets the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

Following a request for a review and based on the new evidence supplied by the owners,it is not realistic to think that there can continue to be non-ancillary use of the property which will further (whether or not in the same way) the social wellbeing or social interests of the local community. The Council’s original decision is, therefore, reviewed to the effect that the property should be removed from the list of assets of community value.

See accompanying document.

In the opinion of the local authority, the actual current use of the Property or other land that is not an ancillary use furthers the social wellbeing or social interests of the local community, and it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore meets the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore does not meet the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore does not meet the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

Details:

 

Change of use of an existing agricultural barn to be used for B8 Storage (Retrospective)

 

Public Participants:

 

Michael Papps, BCM LLP (Agent)

Cllr Barry McDonnell, Sopley Parish Council

 

Additional Representations:

 

None

 

Comment:

 

None

 

Decision:

 

Grant subject to conditions

 

Conditions / Reasons:

 

As per report (Item 3c)

 

 

In the opinion of the local authority, the actual current use of the Property or other land that is not an ancillary use furthers the social wellbeing or social interests of the local community, and it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore meets the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

The Council is satisfied the nominated Property is within its area and that, for the

reasons explained in the Report, the nomination is valid in accordance with the Act.

The Owner has raised no substantive objection in respect of those matters.

See accompanying document.

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore does not meet the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore does not meet the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

In the opinion of the local authority, the actual current use of the building or other land that is not an ancillary use which has furthered the social wellbeing or social interests of the local community, will cease on 16 January 2024.  At that point, it will not meet the criteria set out in the Localism Act 2011 and the local authority will no longer consider the land to be of community value.

 

Therefore, as of 16 January 2024, the land will not meet the criteria set out in the Localism Act 2011 to be eligible for listing and will be removed.

See accompanying document.

 

As of 16 January 2024, the land no longer met the criteria set out in the Localism Act 2011 to be eligible for listing and will be removed.

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

 

It therefore does not meet the criteria set out in the Localism Act 2011 to be eligible for listing.

See accompanying document.

 

In the opinion of the local authority there is not an actual current use of the building or other land that is not an ancillary use that furthers the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there can continue to be non-ancillary use of the building or other land which will further (whether or not in the same way) the social wellbeing or social interests of the local community.

See accompanying document.

In the opinion of the local authority there is not a time in the recent past when an actual use of the building or other land that was not an ancillary use furthered the social wellbeing or social interests of the local community, and it does not believe it is realistic to think that there is a time in the next five years when there could be non-ancillary use of the building or other land which would further (whether or not in the same way as before) the social wellbeing or social interests of the local community.

See accompanying document

RESOLVED:

 

a)     That Cabinet note the current position with regard to the Armed Forces Community Covenant and the initiatives in place to support the Armed Forces community within the District; and

 

b)     That Cabinet authorise officers to work with HQ Solent Station and where appropriate SSAFA and other armed forces charities, to review the Armed Forces Community Covenant, including the enhancements outlined in section 6 of the Cabinet report. This will be formally signed by the Chairman of the Council as the District’s First Citizen, in recognition of the nation’s commitment to the Armed Forces community at the local level.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader presented the reported and highlighted that an amendment had been proposed to one of the recommendations.  This minor amendment had been suggested by the Armed Forces Member Champion, Cllr Reid and he addressed the meeting on the amendment and the reasons for it.  He reported he wished to recognise all four services across the New Forest and proposed the following amendment to recommendation 1.2:

 

“That Cabinet authorise officers to work with HQ Solent Station and where appropriate SSAFA and other armed forces charities……”

 

This amendment was supported by the Cabinet.

 

A non-Cabinet member expressed his support to this report and the amendment to the recommendation.

 

The Service Manager for Democratic and Support Services highlighted that although the report referenced the engagement of charities such as SSAFA, the amendment was welcomed as explicit recognition of the role Armed Forces Charities played locally in supporting serving and former members of the forces, and their families. He highlighted section 4 of the report, noting there was a national Armed Forces Covenant which placed a legal duty on the Council, mainly in relation to housing and that the Council fully met its obligations in this regard.  The Community Covenant was the Council’s voluntary commitment to do more in support of the local armed forces community, including initiatives such as the Defence Employer Recognition Scheme.

 

 

To consider the Transformation Strategy which will address changes to how the Council operates in order to deliver priorities

RESOLVED:

 

That Cabinet recommends to Council that the Transformation Strategy at Appendix 1 and the Year One Indicative Work Programme at Appendix 2, be approved.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Leaders / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader reported that after much work, she was pleased to be in a position to present the Transformation Strategy which focused on meeting the needs of residents and customers through a sustainable Council, including investment in staff to ensure the Council continued to be an employer of choice.  She reported that the Strategy set out an ambitious programme, in order to respond to the challenges the Council would face as well as to be proactive in its approach.

 

The Assistant Director of Transformation presented the Transformation Strategy (Future New Forest – Transforming Tomorrow, Together).  The Strategy would provide the framework to respond to the challenges ahead and underpins the delivery of the Corporate Plan.  There were four themes; customer and digital services, people and capabilities, assets and accommodation and finance and delivery.

 

The clear vision of the strategy recognised a significant contribution from staff would be required in order to the deliver the strategy.  Staff would continue to be involved with regular information sessions and communication.  In addition, a Change Champions Group had been set up to represent each service area to feed into a customer strategy.

 

Cabinet Members welcomed the Strategy. It was acknowledged that the strategy was to serve the community of the New Forest and that some residents did not have access to digital services.  It was confirmed that it would always be possible to contact the Council using the telephone as well as see officers face to face.  The importance of staff as an asset was recognised in order to deliver services and to continue to support them.

 

Other Members of the Council supported what had already been said by the Cabinet Members with customers being at the heart of the service.  Reassurance was sought in relation to use of AI and the difficulties of this, particularly for those who were not IT literate.  Any digital strategy must be developed to consider the end user.

 

The Assistant Director of Transformation reported that an objective of all services provided in digital form would be the ease of use for both the customer as well as for staff in the back office.  Testing of the services would also be carried out to ensure they met the first objective.

 

The Strategic Director - Corporate Resources and Transformation, gave a tangible example of the garden waste garden subscription service which had recently been rolled out online.  Of the 19,000 residents who had signed up to this service so far, 75% had used the new digital system, which demonstrated that a large proportion of users could self serve, freeing up valuable resources to support residents who wished to engage with the Council over the phone, or face-to-face.

 

 

RESOLVED:

 

That Cabinet approve the draft Corporate Plan 2024-2028 (Appendix 1) for public consultation.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Leaders / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader was pleased to introduce the draft Corporate Plan for public consultation which set out the challenges and ambitions of the Council over the next four years.  It was structured around People, Place and Prosperity.  It had been informed by the administration’s manifesto, the resident insight survey, the Council’s Leadership Team, Elected Members and staff.  She welcomed the views of partners, stakeholders and residents as part of the consultation process to further shape the plan for the future.

 

The Performance and Insight Manager introduced the draft Corporate Plan 2024-2028 seeking Cabinet approval for consultation.  The Corporate Plan would be the primary strategy to shape the way the Council works and defines ambitions.  The Plan would be underpinned by a performance management framework to monitor its delivery.  The consultation period would run for 6 weeks closing at the end of January 2024.  All consultation feedback would be logged and considered.  The Overview and Scrutiny Panels would consider the Corporate Plan in March, before Cabinet approval in April 2024. 

 

A non-Cabinet Member sought clarification that the plan would be monitored using data to ensure it was effective and enable continuous improvement.  It was confirmed that the plan would be monitored and that Key Performance Indicators had been included in the draft Plan.  These could be influenced by the consultation responses.

 

 

RESOLVED:

 

That the Cabinet:-

 

a)     Approves the Rural England Prosperity Fund Community Grant awards, totalling £216,164, as set out in Appendix 2 of the Cabinet report;

 

b)     Delegates to the Strategic Director of Place, Operations and Sustainability, in consultation with the Portfolio Holder for Planning and Economy, any future request to Defra to alter the 60/40 split between funds to support businesses and those supporting community infrastructure to ensure full take up of our available Rural Fund allocation; and

 

c)     Delegates to the Strategic Director of Place, Operations and Sustainability, in  consultation with the Portfolio Holder for Planning and Economy decisions on how any further Rural Fund resources are allocated in the event that additional funds are made available via resolution b) above, or in the event that the projects set out in Appendix 2 of the Cabinet report are underspent or do not progress.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Planning and Economy

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Planning and Economy reported he was delighted to support the report.  The application process had been made as simple as possible for organisation to apply, with three different pots of funding being available.  He expressed his thanks to the officers involved in the process.

 

The Strategic Regeneration Advisor reported there were a number of funding routes for community projects, namely; the Rural England Prosperity Fund, Community Grants and Community Infrastructure Levy.  The report for Cabinet dealt with only the rural fund for the award of £216,164.  The funding was different to the other grant funds as there was a geographical restriction to rural areas only, defined by Defra and that the projects needed to be delivered by 31 March 2025.

 

The projects had been appraised and scored.  Nine were recommended for approval.  The other projects, not recommended for approval within the Cabinet paper would be passed on to other funding routes.

 

 

RESOLVED:

 

That Cabinet recommend to Council the proposals set out in the Cabinet report to vary the contract with Freedom Leisure to deal with the significant challenges presented by the unforeseen increases in energy costs, achievable via the incorporation of a mechanism for the Council to share the cost of utilities over and above the costs assumed in the bid.

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Community, Safety and Wellbeing / Finance and Corporate Services

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Leader reminded those at the meeting that there was a confidential appendix attached to the report.  It would be necessary to exclude the press and the public and move into a private and confidential session should anyone wish to discuss the contents of the appendix.

 

The Portfolio Holder for Community, Safety and Wellbeing reported that as good partners he endorsed the contents of the report.

 

The Strategic Director Corporate Resources and Transformation reported that the Council were being asked to consider a proposal for a contract variation to support Freedom Leisure due to the significant unforeseen energy costs which started to occur in early 2022.

 

It was highlighted that in some instances global supply issues had pushed up utility costs by as much as 500%.  This hit the leisure industry hard with costs, particularly with the running of swimming pools.  The Government had recognised the severity and significance and had introduced the Energy Bill Relief Scheme.  Despite this, the overall increase in cost for year 2, borne by Freedom Leisure accounted for a utility cost variation of 152% on their budget.

 

In preparing the contract the proposed variation senior officers had taken expert legal advice, giving due regard to the Public Contract Regulations 2015.  It was considered the variation was allowable.  The Council in its role as contracting authority could not have foreseen the increase in utility costs in the extremity suffered.  The majority of the utility risk and cost would still lay with Freedom Leisure.  The increase does not exceed 50% of the value of the original contract.

 

It was believed that it was in the interest of New Forest residents to support Freedom Leisure and ensure the contract remained deliverable without a reduction in the service level.  The variation is necessary to protect that position.  Payment would be made from existing budgets.

 

The Portfolio Holder for Finance and Corporate commented that had the Council not entered into partnership with Freedom Leisure, the liability on the Council would have been 100% of the costs.  Therefore he was supportive of the contract variation.

 

A non-Cabinet member asked about future of the service and ongoing relationship with Freedom Leisure to ensure residents would be looked after.  The Strategic Director reported that the proposal would protect contract provisions and viability of the leisure service which would be positive for residents.

 

It was questioned whether any measures were being put in place to protect against utility costs now and in the future, for example with solar panels.  It was noted that the end of life gas boilers had recently been replaced at New Milton Leisure Centre with Air Source Heat Pumps, and similar projects carried out at both Applemore and Ringwood, therefore work to reduce consumption was being carried out.

 

 

RESOLVED:

 

That Cabinet recommends to Council that:-

 

a)     The calculation of the Council’s tax base for the year 2024/25 be approved; and

 

b)     Pursuant to the Cabinet report and in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by this Council as its council tax base for the year 2024/25 be as follows and as detailed in Appendix 3 of the Cabinet report:-

 

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Finance and Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate introduced the report.  He spoke that it was a technical paper and important for all precept authorities as it related directly to the level of Council Tax income they would receive.

 

The Service Manager for Revenues, Benefits and Customer Services reported that the Council Tax Base for 2024/25 involved detailed calculations, looking at the number of properties in each Council Tax band for each town and parish.  From this the number of council tax discounts, exemptions, band reductions as well as council tax support claims and awards had been considered and converted to Band D equivalent properties.  The estimated in year collection rate was also a factor for consideration.  The Council Tax base for 2024/25 was 72,371.5 properties, an increase of 99.8.

 

 

RESOLVED:

 

That Cabinet recommend to Council:-

 

a)     To increase the standard earnings disregard and remove the additional earnings disregard, as detailed in Section 7 of the Cabinet report, from 1 April 2024;

 

b)     That a Task and Finish Group review a Banded scheme during 2024;

 

c)     That the full disregard of war pension income in the assessment of Housing Benefit, as detailed in Section 9 of the Cabinet report, be approved; and

 

d)     That the updated National Non-Domestic Rate Relief policy as detailed in Section 10 of the Cabinet report, be approved.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Finance and Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate presented the report.  It was highlighted that a Task and Finish Group had reviewed the Council’s scheme to ensure it was fit for purpose.  The review had concluded little in the way of changes.   Minor changes had been proposed to the scheme to enable it easier for the service to administer and reduce costs.

 

The Service Manager for Revenues, Benefits and Customer Services outlined the report.  There were three aspects which the Task and Finish Group had reviewed, the local council tax support scheme, housing benefit disregard of war pension income and the national non-domestic rate relief policy.

 

The Council Tax support scheme supported roughly 8,000 claimants with over £9.5m in support towards paying Council Tax.  The recommendation proposed a technical change to the scheme on how earnings would be treated.  It was proposed to remove the additional earnings disregard and instead increase the standard earnings disregard for all claimants in work.  This would simplify the process for the District Council and for claimants, enable automation of data received from Universal Credit and keep the overall cost of the scheme the same.  It would also incentivise work to those not in work.

 

 

No change was proposed to the full disregard of war pension income and only minor changes were proposed to the National Non-Domestic Rate Relief Policy, attached as an Appendix to the report.

 

 

RESOLVED:

 

a)     That the contents of the report and the updates to the Medium Term Financial Plan be noted; and

 

b)     The approach taken to set the Asset Maintenance and Replacement Programme and Capital Programme Budgets for 2024/25, be endorsed.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Finance and Corporate / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate introduced the report and highlighted that the MTFP to Cabinet in October had reported a potential deficit of £3.6 million for the financial year 2027/28.  Since then, there had been the Chancellors Autumn Statement and the impact of this had been reflected in the report.  Changes had been made to fees and charges and these had been incorporated into the plan.  The Provisional Financial Settlement had not yet been announced.

 

The Strategic Director Corporate Resources and Transformation highlighted that the report gave an update on the Medium Term Financial plan since the last report had been presented in October.  The Autumn Statement provided funding in relation to homelessness prevention and nutrient mitigation with the impact to this Council likely to be included within the provisional Finance Settlement.  The Statement had also extended the tax incentive window for tax sites, including the Solent Freeport, which could encourage more development within this area.

 

The Provisional Finance Settlement was expected by 19 December, but it was not expected there would be any significant surprises.

 

Section 4 of the report outlined changes to the General Fund, following the October update.  The latest forecast for 24/25 was a budget surplus of £241k and a forecast deficit to 27/28 of £2.9 million.  Section 5 of the report provided an update on the HRA.  A key area of work was in relation to the target of EPC rating of C or above for council owned housing by 2027 which was estimated to cost between £9-15 million.  Careful planning therefore needed to be made in relation to this.

 

The approach to fees and charges and the asset maintenance and replacement programme was also set out in the report.

 

A non-Cabinet member questioned the extension of the tax breaks for Solent Freeport and whether there would be any benefits for local residents, as the benefits to date seemed to be focused on businesses.  A response was provided from the Strategic Regeneration Advisor who acknowledged that the Freeports had been set up quickly looking at business led incentives.  However, over the last few months officers had been looking at outcomes in relation to skills and employment, infrastructure, environment and town centres.  Through the Waterside Steering Group, a delivery plan would be developed in legacy terms which would then be brought forward through the decision making process in the next 9-12 months.

 

A question was asked about progress toward the EPC C target for the Council’s housing stock, and how a lack of co-operation by tenants to allow the surveys to be carried out may be impacting the Council’s ability to deliver on the target.  The Assistant Director of Housing reported that the 2-year programme of surveys was expected to be completed in February 2024.  Around 500 properties had not had surveys carried out due to access issues.  It was expected that by January 4,000 properties would have valid EPC ratings.

 

Following a member question about the impact of the Autumn Statement and reviewing the impact of matters such as nutrient mitigation and the living wage, it was confirmed that work would be carried out to consider the impact to the Council.

 

 

To consider an update on the progress of the Waste Strategy.

RESOLVED:

 

That:-

 

a)     Officers proceed to take the necessary decisions to implement the service changes for refuse collection, recycling and food waste collections as set out in Section 5 of the report, in readiness for a commencement of the new service in Summer 2025;

 

b)     The procurement process to acquire the necessary vehicles, wheeled bins, food caddies and other containers, including ancillary services in order to deliver the new service, is commenced;

 

c)     Officers continue to discuss the long-term provision for dry recycling with Hampshire County Council and partners; and

 

d)     The financial implications of the new service set out in the report be noted, with further clarity to come back to the Cabinet pending the Local Government Finance Settlement and completion of procurement activity to secure firm pricing.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Environment and Sustainability

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Environment and Sustainability introduced the report.  He welcomed the clarity which had been received from Central Government to make recycling as simple as possible.  It was acknowledged that some areas still needed more detail but that the clarity gave the Council an opportunity to work with Hampshire partners to ensure that the long term approach to recycling was the correct one.  Most importantly, planning work would be carried out to roll out the new service in 2025 and to deliver on the pledges in the Waste Strategy 2022; to reduce waste and increase recycling.

 

The Place Operations Strategy and Performance Manager confirmed that there had been clarity from Defra in relation to recycling.   Within these latest announcements, Defra’s stream of work known as “consistent recycling” was rebranded as “Simpler Recycling” requiring a full range of materials to be collected, including food from all domestic households from March 2026. However, Government’s preference for different recycling streams to be collected separately from each other had now been removed, meaning that all dry recyclable material could be collected together.  The Council could continue to collect garden waste as a chargeable service. 

 

The previously approved Waste Strategy had proposed a twin stream collection service.  Given this change of approach from central Government, the Council needed to review collection methods.  Hampshire County Council had also reported there would be a delay to the Materials Recovery Facility to be provided, to collect the additional materials for recycling until at least 2026.  They would now look to carry out further work to review the optimal approach to recycling for the County. HCC had requested that all partners look to complete this work by 1 March 2024.

 

To allow NFDC to move forward with the changes for 2025, two phases were proposed, with wheeled bins and food waste containers being introduced initially. Further amendments would be made to the service at a later date, but would be dependent on the outcome of the work with Hampshire Partners regarding disposal infrastructure.  It was anticipated that new burdens funding would be available in the current financial year and that more would follow next year.  Further details on the modelling of the financial formula was awaited.  Revenue funding for food waste was likely to be available in 2026.

 

Work was needed to be carried out on the full cost of the roll out of the new service for 2025 and a report was expected to be presented to Cabinet in February 2024.

 

A non-Cabinet Member acknowledged that this delay and change in approach by Government was at a cost to the Council.  It was suggested that a letter be written to Government to highlight this.  The Leader responded and suggested that a letter be written on the impact to the Council on the change to the approach on behalf of the Council to the Secretary of State.

 

A non-Cabinet member also highlighted it was important to ensure that clear communication was given to residents on the collection of waste and recycling, given these changes.

 

Cabinet Members spoke about the change in approach from central Government, acknowledging that that it would cause delays, but it was important to make the right decision for improving recycling and reducing waste.  Making recycling more simple for residents’ would be the best way forward.  This was endorsed by other non-Cabinet members.

 

 

RESOLVED:

 

(a)   That Cllr Brand replace Cllr Rackham on the Housing and Communities Overview and Scrutiny Panel.

 

(b)   That Cllr Rackham replace Cllr Brand on the Audit Committee.

 

Cllr Rippon-Swaine introduced the report of the Place and Sustainability Overview and Scrutiny Panel of 14 September 2023, and moved the adoption of the recommendations.  In doing so, he highlighted that the Climate and Ecology Bill was yet to receive a second reading in parliament and the Panel sought further information on the financial implications of the Bill.  It was recommended that, at the appropriate time, a Task and Finish Group be established to monitor the Bill’s progress through parliament and to understand those wider implications.  Cllr Reid seconded the motion.

 

Cllr M Wade moved an amendment, to include the following addition to the proposed resolution:-

 

“That the Council write to MPs Sir Julian Lewis and Sir Desmond Swayne to inform them that the motion has been passed, urging them to sign up to support the Bill, or thanking them for already doing so; and

 

That the Council write to Zero Hour, the organisers of the cross-party campaign for the Bill, expressing its support.”

 

In moving the amendment, Cllr M Wade spoke of the importance of taking action in addition to declaring support in principle.  He highlighted the growing concern of extreme climate incidents in the UK and the need to act swiftly.  Cllr Clark, seconded the amendment.  He spoke of the delays to the Council declaring a Climate and Nature Emergency and the need to show leadership on the issue.

 

The Council debated the amendment.  Those speaking for highlighted the ease of writing to the local MPs on the issue at this stage and the need to show leadership on the content of the Bill.  Those speaking against highlighted the proposals from the Panel, wishing to take carefully into account the overall implications of the Bill, whilst supporting it in principle, and this did not take away from the Council’s ongoing response to the Climate and Nature Emergency through its Climate and Nature Action Plan.  Concerns were raised that climate initiatives needed to be very carefully considered, particularly those that might place additional financial burdens on the community.

 

Put to the vote, the amendment was lost.

 

The Council then voted on the substantive motion of the report, which was carried.

 

RESOLVED:

 

(a)   That the Council support the proposed Climate and Ecology Bill in principle; and

 

(b)   That a Task and Finish Group be created to monitor the progress of the Climate and Ecology Bill through Parliament and explore the detail of the Bill.

 

PART I – ITEMS RESOLVED BY CABINET

 

There were no speakers on the items resolved by Cabinet at its meeting on 4 October 2023.

 

 

PART II – RECOMMENDATIONS TO COUNCIL

 

ITEM 3 – MEDIUM TERM FINANCIAL PLAN 2023 ONWARDS

 

Cllr Heron introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

A Member expressed his concern at the impact of the national Government’s approach to local government finances and the consequential pressures on balancing annual budgets.  The Portfolio Holder highlighted that the Council remained in a strong financial position, notwithstanding the challenges ahead and this strong position was achieved by the administration’s long term approach to financial planning.  A number of Members further to this commented on the importance of retaining a prudent level of reserves, in playing an important part in the overall financial sustainability of the Council.

 

A Member highlighted the future approach to the setting of fees and charges, and welcomed further clarity at some stage on the programme for any Portfolio Holder Decisions in this area.

 

In responding to the debate, the Portfolio Holder welcomed any specific technical questions outside of the meeting which he would be happy to respond to.

 

RESOLVED:

 

That Council approve:-

 

(a)   That the revised MTFP forecasts, as outlined within the Cabinet report and

appendices be adopted;

 

(b)   That the options identified to close the budget gap for 2024/25 and through to 2027/28 are developed further;

 

(c)   That the Fees and Charges Policy set out in section 4f of the Cabinet report be adopted; and

 

(d)   That the reporting timeline as set out in section 6 of the Cabinet report be agreed.

 

ITEM 4 – ANNUAL FEES AND CHARGES FOR 2024 – CAR PARKING AND KEYHAVEN MOORINGS

 

Cllr Blunden introduced the item and moved the recommendations from the Cabinet meeting.  Cllr Cleary seconded the motion.

 

Cllr M Wade spoke with concern about the significance of the increase in the charges and the impact on local residents and moved an amendment on the parking clock prices, as follows:-

 

Short stay annual clocks from £30.00 to £32.00

Long stay annual clocks from £140.00 to £150.00

Long stay quarterly clocks from £40.00 to £43.00

 

Cllr J Davies seconded the amendment.

 

Members speaking for the amendment referred to the percentage increases and highlighted specifically the impact on local businesses that purchased clocks for their employees.  Concerns were also raised on the impact to on street parking.  With inflation and cost of living pressures, it was suggested that wages were not keeping up with this level of increase to local fees and charges.

 

Members speaking against the amendment encouraged councillors to consider the figures as well as the percentages.  A number of Members suggested that the New Forest District Council, with its unique parking clock initiative, remained one of the best councils in respect of value for money car parking for residents and local businesses, in the country.

 

The Portfolio Holder, in responding to the debate on the amendment highlighted that in his view, it was commendable that the Council had been able to freeze charges for so long, in some cases for eight years.  Whilst percentage rises could generate headlines, he encouraged Members to look at the individual figures and the benchmarking undertaken with other local authorities.  He highlighted the retention of the first hour of parking remaining at £1 to support local high streets and the Council remaining far cheaper overall to park with, than a number of other local areas.

 

Put to the vote, the amendment was lost.

 

The Council further debated the substantive motion.

 

Put to the vote, the substantive motion was carried.

 

RESOLVED:

 

That Council approve:-

 

(a)   that the 2024 town & village and amenity car park tariffs be increased by £1.00 per tariff, except for the 1-hour tariff which will remain at £1.00, and the “up to 20 hours” tariff which will increase by £3.

 

(b)   that the 1-hour tariff is applicable in all car parks throughout the year.

 

(c)   that the increase in charges for NFDC parking clocks be agreed; namely;

·        Short stay annual clocks from £30.00 to £40.00

·        Long stay annual clocks from £140.00 to £220.00

·        Long stay quarterly clocks from £40.00 to £65.00

 

(d)   that the Council allocate 4 days of free parking in town centre car parks to  support local businesses during December 2023, as detailed in section 7 of the Cabinet report.

 

(e)   that the Keyhaven fees and charges as detailed at Appendix A to the Cabinet report be approved.

 

RESOLVED:

 

That the minutes of the meeting held on 11 September 2023, be confirmed.

 

Note – Cllr M Wade referred to the absence of a response to a previous Portfolio Holder question, which he had expected to receive from the Portfolio Holder for Community, Safety and Wellbeing.  Whilst the Portfolio Holder highlighted that the question had already been put and answered only a few months prior, he would recirculate that answer to councillors in due course.

 

Cllr Cleary reported to the Council that former Cllr John G Ward was first elected to the District Council in 2003, to the Milton Ward.  He was successfully returned on four occasions, serving a total of 20 years.  From 2011, John served alongside Cllr Cleary in the Fernhill ward and she spoke of him as a fantastic ward colleague for the following 12 years.

 

John was the Corporate Overview Panel Chairman for over a decade, leading on a number of hugely influential initiatives in the way the Council had developed and modernised.  From the early development of proposals to undertake an Electoral Review of the District Council – which culminated this year, to a number of changes to the Council’s governance arrangements, including the establishment of Overview and Scrutiny Panels aligned to key Council service areas.

 

John worked closely with South East Employers and was considered to be an outstanding representative of the Council to external organisations.

 

John also served on the Council’s Leisure Review and Industrial Relations Committees, and spent time as the Vice-Chairman of the Audit Committee, and before it the Final Accounts Committee.

 

Cllr Cleary spoke of John being wonderful to work alongside, and wished him and his wife an enjoyable retirement.

 

Cllr Cleary concluded by moving the following motion:-

 

“That in pursuance of the statutory powers them enabling, the Council hereby admits John G Ward to the Roll of Honorary Aldermen of the New Forest District, in recognition of 20 years eminent service to the Council and the District.

 

That the proper entry be made upon the Roll of Honorary Aldermen of the District.”

 

Cllr Ward seconded the motion and wished John all the very best for the future.

 

Other Members spoke in support of the motion, paying tribute to John’s financial astuteness, his commitment to residents and his ward work, and the significant contribution to the evolution of the Council to its current form.

 

RESOLVED:

 

That in pursuance of the statutory powers them enabling, the Council hereby admits John G Ward to the Roll of Honorary Aldermen of the New Forest District, in recognition of 20 years eminent service to the Council and the District.

 

That the proper entry be made upon the Roll of Honorary Aldermen of the District.

 

 

Honorary Alderman John G Ward responded following the Council bestowing the above honour upon him.

 

RESOLVED:

 

That Cabinet:

 

i)               notes the latest budget forecasts of the General Fund (section 5), Capital (section 6), and HRA (section 7).

 

ii)              approves an increase in the Housing Revenue Account reactive maintenance budget of £200,000 and notes a reduction in the Dwelling Rents income budget of £100,000, with offsetting adjustments to act as a budget virement from a reduction of £100,000 in the Cyclical maintenance budget, a reduction of £120,000 in the Supervision and Management Maintenance Administration budget and a reduction of £80,000 in the Major Repairs capital budget.

 

iii)             approves an increase of £100,000 in the Housing Revenue Account Disabled Facilities Grant capital budget, with an offsetting reduction to the Major Repairs capital budget.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Finance & Corporate / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance & Corporate reported that the General Fund remained broadly on target with a few variations included within the report, and worthy of note were pressures relating to the Housing Revenue Account (HRA) budget as picked up in the recommendations. Although the Portfolio Holder was disappointed that the Council was not forecast to fully deliver its Community Safety project at this stage he confirmed consultations had commenced with Town and Parish Councils and that the project is moving forward with delivery to commence in 2024. He stressed that it was important, when there is expenditure of this level, to ensure that value for money is attained and that the project is delivered properly in order to benefit the District’s residents.

 

The Strategic Director of Corporate Resources, S151 and Transformation provided a summary of the report and explained that this was the second Financial Monitoring update of the year, this time covering April to September 2023 inclusive.

 

Cabinet was informed that the 2023/2024 Pay Award had not yet been settled. The current offer, following the result of the unions’ balloting process, would likely see additional budget requirements. These expected costs had now been largely covered by way of cumulative budget savings as included within this report.

 

The Strategic Director Corporate Resources S151 and Transformation commented that it overly optimistic that the Community Safety project could be delivered within 12 months of the budget being set, hence the need for rephasing into 2024/25 and possibly beyond. Increasing car park costs to the Council, by way of income collection and rent expenditure, would be offset by the 2024 revised car parking tariffs.

 

Homelessness pressures had increased across the District. It was explained that the Council had anticipated this and had made provision within the annual budget. Cabinet was pleased to note that the Government had awarded £302,000 in grant funding to the Council, meaning the additional cost to the Council had reduced from £1million to approximately £700,000.

 

There had been an increase in the number of void homes which the Strategic Director explained inevitably comes with an increased cost. Housing officers had reviewed other expenditure areas in order to mitigate the financial impact it would have on the Council’s Housing Revenue Account overall.

 

A non-executive member raised concern over the increase in car parking charges and tariffs and how this was being used to mitigate increased costs faced by the Council. The Portfolio Holder for Finance & Corporate explained that the increase to car parking charges had been carefully considered and were necessary to keep up with increased costs of running services.

 

RESOLVED:

 

That Cabinet recommend to Council that the Procurement Strategy (2023 Refresh) set out in attachment Appendix 1, be adopted.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Finance & Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance & Corporate reported that the paper dealt with a standard Council process and, as a refresh of the 2018 Procurement Strategy, would enable the Council to continue meeting the standards expected when undertaking the procurement of third parties.

 

The Strategic Director of Corporate Resources, S151 and Transformation explained that the Procurement Strategy 2023 was largely the same format and content as the 2018 version, however updates had been made on the guiding principles. These guiding principles were: Value, Compliance, Environment and Fairness. Each principle had a set of improvement goals and an action plan in order to help monitor the progress and achieve the desired aims.

 

A non-executive member asked whether the Council would be reviewing all other legal processes and procedures involving third parties to see how improvements could be made. Reference was made to leisure centres and the Portfolio Holder expressed that the contract in question had saved the Council a considerable amount of money whilst retaining leisure services.

 

The Portfolio Holder answered a further question on how the strategy would achieve wider value for money, and not just the lowest cost. He explained that the cheapest option was not always the best value for money as it could cause further expense in the near future. Therefore, the Cabinet would always assess tenders with a wider view than basic cost.

RESOLVED:

 

That Cabinet recommend to Council;

 

(a)   That the revised MTFP forecasts, as outlined within the report and appendices be adopted;

 

(b)   That the options identified to close the budget gap for 2024/25 and through to 2027/28 are developed further;

 

(c)   That the Fees and Charges Policy set out in section 4f of the report be adopted; and

 

(d)   That the reporting timeline as set out in section 6 of the Cabinet report be agreed

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Finance and Corporate / Housing and Homelessness / All

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate presented the report.  He highlighted he was delighted the Medium Term Financial Plan showed that the Council was in a strong financial position to deliver on all front line services for residents in the short term.  However, it was not possible to hide behind the pressures in the plan for the General Fund for the financial years 2025/26 and 2027/28 where the funding with the realignment of the business rates would cause significant financial pressures.  It was necessary to look how these could be addressed at an early stage before they were upon us.

 

In relation to the Housing Revenue Account, there were challenges in order to deliver additional affordable housing as well as the greener housing agenda which would be at a significant cost to the Council.  Work would continue with officers to deliver on this.

 

The Strategic Director Corporate Resource & Transformation reported that this was the first update of the Medium Term Financial Plan since the budget had been agreed in February.  He highlighted section 4 (General Fund) of the report and spoke about the funding assumptions which had been made.  This included the business rate reset, Government support and pay.  He drew attention to the fact there were risks associated with those assumptions, such as the rise in inflation, cost of homelessness and pay and price increases.  There was a forecast deficit over the next four years of in excess of £3.5m.  It was therefore necessary to work towards closing the gap between the budget requirement and funding available, by making savings and to consider income growth. 

 

The Council had an excellent track record at being proactive in its approach to decision making.  Indeed, the following Cabinet report on the agenda was forward thinking about the decision to be taken, in relation to fees and charges.  This would have the potential to create additional headroom to address the budget deficit and create opportunities to reinvest in Council priorities.  This was a strong position for any authority to be in.

 

There was a different set of challenges for the Housing Revenue Account, as set out in Section 5 of the Cabinet report.  Significant capital expenditure was required to improve Council owned housing to EPC rating of C by 2030.  This was combined with an aspirational priority to increase the number of council owned properties, as well as ensuring properties had ongoing maintenance and that reactive works were carried out.

 

The recommendations for Council proposed to start the process to identify options to close the budget gap and would be presented to Full Council for consideration in February 2024.

 

A question was asked by a member regarding whether there would be money set aside now to plan for the future budget deficit.  This could be detrimental to service provision to local residents who needed those services now.  The member also acknowledged it was a balancing act.  The Portfolio Holder for Finance and Corporate responded giving his assurance that this would not be the case and that there was currently a balanced budget.  The Council usually carried £3m in the general fund as a reserve, which was considered to be a prudent level.  He reported there might be a point between the different financial years where a small excess could be carried over in order to smooth out the transition between the different income streams, but this would have negligible impact on the expenditure of the Council.

 

A member raised concern in relation to the £1m homelessness budget which was set to decrease over the next three years, particularly as fixed term mortgages would come to an end and there could be an increase in homelessness.  The Portfolio Holder for Housing and Homelessness acknowledged this point, but he felt the situation would not get worse and it would be closely monitored.  The relevant scrutiny panel would also receive regular updates on the homelessness.

 

In response to a question about the target for Council housing to be at EPC level C by 2030 and the financial burden associated with this, it was confirmed that the target of 2030 was being worked towards.  Government support was expected to continue as this was a significant financial pressure on the Council.

 

 

RESOLVED:

 

That the Cabinet:

(a)   Agree to the proposed introduction of a framework for CIL expenditure (Appendix A) to align funds to identified infrastructure needs;

 

(b)   Agree to release £1m of CIL in 2023/2024 to fund local infrastructure in the short term;

 

(c)   Approve to the publication of the Town and Parish council CIL information note at Appendix C;

 

(d)   Agree to the proposal to report back to Cabinet by the end of the calendar year 2024 with a review of the allocation of the £1m and to finalise the framework for future years; and

 

(e)   Agree to establishing a Task and Finish Group to review the proposed CIL allocations so that they may directly advise the Portfolio Holder for Planning and Economy.  The terms of reference and composition of the Group will be agreed by the Leader of the Council in consultation with Portfolio Holder for Planning and Economy, as an Executive Advisory Task and Finish Group.

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Planning and Economy

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Planning and Economy supported the recommendations in the report.  He looked forward to working with members, through a Task and Finish Group to consider the proposed CIL allocations in order to spend money on much needed infrastructure projects.

 

The Planning Implementation and Monitoring Team Leader confirmed that the report proposed a new system, which would include working with the local town and parish councils to seek the submission of funding bids in order to allocate and spend the CIL money.  The bidding round would be opened from mid October until mid December.  Officers would provide the necessary information and support to the Towns and Parishes in order to seek the best proposals.

 

The Portfolio Holder for Finance and Corporate confirmed his support to the proposals noting that infrastructure was necessary to follow development.  It was important to ensure that work was carried out to deliver the right results with the limited resources available.

 

Non Cabinet members welcomed the recommendations contained in the report.  A member spoke about the clarity given within the report on the type of projects which could be considered as infrastructure projects and that the guidance provided would help the Towns and Parishes in their bid submissions.

 

 

RESOLVED:

 

That Cabinet approve the current draft of the Tenant Engagement Strategy for consultation purposes with the Council’s Tenants and relevant stakeholders before a final draft is presented to Cabinet and Council in early 2024.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Housing and Homelessness

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Housing and Homelessness reported he was delighted to present the Tenant Engagement Strategy.  A significant amount of work had gone into the draft strategy which had been discussed with the Tenant Involvement Group and it had received wide ranging support.

 

The Tenant Engagement Manager reported that the Strategy had been written in response to The Charter for Social Housing Residents – Social Housing White Paper and the Social Housing Regulation Act 2023.  It took into account best practice and had been developed in partnership with residents.  There were four strategic priorities underpinning the Strategy in order to ensure that tenants were placed at the heart of housing services, that their experiences can drive and shape services as well as hold the Council to account.  The priorities sought to listen to our tenants; put tenants first; know our tenants and support engagement and promote how we communicate with tenants.

 

Members spoke in support of the draft Strategy.  A member sought confirmation that there would be extensive consultation on the strategy.  This was confirmed by the Portfolio Holder and noted that any feedback received would be fully considered.

 

It was also questioned by a member how the proposed focus on engagement activities would be representative considering groups in communal settings may have specific views relating to their blocks.  In response, the Tenant Engagement Manager acknowledged that it was a four year strategy and there was a lot of work to be carried out.  The Housing Hubs would be utilised in the community and that all housing teams would be involved in listening to the voice of tenants in order to understand what the Council does well and what could be done better.  It was also recognised that different tenants and communities might prefer different methods of engagement.

 

 

To consider the car parking fees and charges in the District Council owned car parks and the fees and charges along Keyhaven River.

RESOLVED:

 

Cabinet recommend that Council approve:

       i.          that the 2024 town & village and amenity car park tariffs be increased by £1.00 per tariff, except for the 1-hour tariff which will remain at £1.00, and the “up to 20 hours” tariff which will increase by £3.

 

      ii.          that the 1-hour tariff is applicable in all car parks throughout the year.

 

     iii.          that the increase in charges for NFDC parking clocks

be agreed; namely;

 

·        Short stay annual clocks from £30.00 to £40.00

·        Long stay annual clocks from £140.00 to £220.00

·        Long stay quarterly clocks from £40.00 to £65.00

 

    iv.          that the Council allocate 4 days of free parking in town centre car parks to support local businesses during December 2023, as detailed in section 7 of the report.

 

      v.          that the Keyhaven fees and charges as detailed at Appendix A to the Cabinet report be approved.

 

    vi.          That the intention to develop a Parking Strategy is noted.

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Environment and Sustainability

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in report.

 

DECLARATIONS OF INTEREST:

 

None

 

DISCUSSION:

 

The Portfolio Holder for Environment and Sustainability presented the report.  He thanked the Overview and Scrutiny Panel for its input and comments.  The approach to the fees and charges in the current economic climate was felt to be fair and balanced and the recommendations were fully supported.  Moving forwards, the Portfolio Holder reported that the development of a parking strategy was essential and he looked forward to working with members of a Task and Finish Group.

 

The Assistant Director for Place Operations reported that the fees and charges for car parking and Keyhaven moorings were proposed to be introduced from 1 January 2024 and therefore needed to be determined in the autumn.  There were 44 Council owned car parks in the District and the council also sold short and long stay car parking clocks to 32,000 people.  Historically, the District Council had not raised car parking charges, in some cases they had not increased since 2018.  The proposed charges were set out in the recommendations.  Benchmarking had been carried out with other comparable local authorities, in Fareham and Christchurch.

 

There was a proposed price increase to the short and long stay parking clocks and this cost had also been benchmarked.  It was proposed that a Parking Strategy be developed on the longer term development of the service.

 

In relation to Keyhaven Moorings, a 10% increase was recommended across all fees and this was comparable with other mid-stream moorings in Lymington and Hamble.

 

Some non Cabinet members raised concern about the rise in parking charges and in particular to the parking clock, suggesting this was a significant percentage price increase, particularly in relation to the long stay parking clock.  It was felt that people could stop using town centre car parks, opting to park on the street as an alternative.  There could potentially be a detrimental impact on local businesses, particularly those who might purchase the clocks for their members of staff.

 

The Portfolio Holder for Environment and Sustainability responded acknowledging that increases were never welcomed, however he felt the proposals still offered exceptional value for money.  He spoken about the charges in adjoining areas being significantly higher than those proposed in the report.  A short stay parking clock with the proposed increase would cost less than 80p per day to park in a car park for up to 3 hours and could be used 7 days a week.  Other charges had not increased for up to 6 years, however, it was no longer sustainable to leave them as they were.  The hourly rate of £1 in car parks would remain, which was positive in order to support local residents and businesses.  This would continue to be available in all car parks.

 

Other members expressed the view that the proposed new car parking charges would provide good value for money when compared to the surrounding local authorities.  It was also acknowledged that the fees and charges needed to pay for the maintenance and upkeep of the car parks.

 

Finally, other Portfolio Holders spoke in support of the recommendations contained in the report, reiterating previous comments that the proposed rise in cost would continue to provide exceptional value for money, particularly when looking at the benchmarking with comparable authorities.  The car parking strategy would enable a further analysis of the costs involved to maintain the car parks.

 

 

PART I – ITEMS RESOLVED BY CABINET

 

Item 1 – Feasibility Study to deliver long term value from Appletree Court, Lyndhurst

 

A number of Members questioned whether the expenditure of up to £100,000 for a feasibility study was a good use of public funds and how this amount had been derived.  The Portfolio Holder for Finance and Corporate suggested that as this matter was raised as a Council question; he would respond to members later in the meeting.

 

Item 2 – Financial Monitoring Report

 

One Member raised a question in relation to paragraph 5.3 of the Cabinet report.  He asked why the £35,000 received as a Government grant towards projects relating towards Domestic Abuse was being transferred to an earmarked reserve for future use.  He highlighted that there had been an increase in recorded domestic abuse incidents over the last year and therefore felt that the funding should be used to help victims of this now rather than in the future.  In response, the Portfolio Holder for Finance and Corporate noted that funding would be set aside to enable the options for expenditure to be reviewed. Projects would be brought forward in a structured manner with clear objectives.

 

PART II – RECOMMENDATIONS TO COUNCIL

 

Item 3 – Strategic Risk Register

 

Cllr Cleary introduced the report and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

 

Two matters were raised by Members for the inclusion into the Strategic Risk Register.  One being, the use of Reinforced Autoclaved Aerated Concrete (RAAC) and whether it was present within buildings owned and maintained by the Council, also giving consideration to the buildings within the wider community.  The other matter related to Strategic Risk (SSR) no 5, in relation to data risk.  It was suggested that there be a detective control to identify whether any breaches had occurred which had previously been undetected.  The example was provided of the Electoral Commission data breach which had occurred in 2021 but had not been detected until 2022.  The Leader reported that the Audit Committee would consider these matters.  She confirmed that RAAC had not currently been identified within the Council’s estate, however investigation work was ongoing.

 

RESOLVED:

 

That the Strategic Risk Register, be adopted.

 

Item 4 – Vehicle and Plant Replacement Programme

 

Cllr Blunden introduced the report and moved the recommendations from the Cabinet meeting.  Cllr S Davies seconded the motion.

 

RESOLVED:

 

That Council approve:-

 

(a)   A supplementary budget of £126,000 for the revised budgets for Vehicles and Plant Replacement Programme for 2023/24; and

 

(b)   A revised budget of £2.102 million for the Vehicle and Plant Replacement Programme for 2024/25.

 

RESOLVED:

 

That Cabinet:

 

1.     Approves the revised formulation of the 2023/24 original budget in accordance with the new Portfolio structure (as laid out in Section 2.2 of the report);

 

2.     Notes the latest budget forecasts of the General Fund (section 5 of the report), Capital (section 6 of the report), and HRA (section 7 of the report); and

 

3.     Notes the impact that the anticipated pay award is forecast to have on the Council’s budgets, and the need to identify mitigating actions to address these additional costs.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes.

 

PORTFOLIO:

 

Finance and Corporate/All.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate praised the revised budget for 23/24 following the new Portfolio structure, acknowledging the work undertaken in managing the Council’s finance and the delivery of a £100,000 net gain for the year. Cabinet noted that a Central Government cap on any increase in the precept remains in place at 3% for 2023/24 and 2024/25, and 2% thereafter, against a background of a Consumer Price Index (CPI) rise for twelve months to July 2023 of 6.8%.

 

The Strategic Director of Corporate Finances, S151 and Transformation explained that in the main the report dealt with budgets being brought forward from the previous year, as is typical in the first monitoring report of the year.  He also explained, as per the Pay Award in section 4 of the report, final figures had not yet been quantified. It was hoped that the respective Trade Unions would agree a position soon and that a subsequent report would explain how this increase in costs would be mitigated by the Council. It was also anticipated that the General Fund would see an additional recycling glass income of £100,000 due to an increase in price per tonne.

 

 

RESOLVED:

 

That the Cabinet approves a budget of up to £100,000 to undertake feasibility studies for a possible modernisation of Appletree Court as described in the report to inform the wider development of the Council’s accommodation requirements as part of its Transformation agenda.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes.

 

PORTFOLIO:

 

Finance and Corporate.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Finance and Corporate explained that, following the Covid pandemic, the way the District Council worked had fundamentally changed. The consequence of this change was that that there was greater flexibility for staff in their working arrangements but also that Appletree Court (ATC) was now underutilised, particularly in regards to office occupancy rates.

 

The Portfolio Holder acknowledged that there was a cost involved in undertaking the feasibility study, however the potential benefits of the annual rental and rates as well as building costs savings could be in the range of £400,000, giving a pay-back period of 4-5 years.

 

The Civic Buildings and Facilities Manager explained that this review formed part of the wider transformation agenda.  At present, peak occupancy saw 41% of staff working at ATC at any one time.  A search for alternative accommodation within the District had been undertaken, however no suitable alternative property or location had been identified.  A development appraisal received from leading property consultants in January 2023 showed the sale or redevelopment of Appletree Court for alternative use was unlikely to yield a capital sum sufficient to fund a relocation to alternative premises or the construction of new headquarters premises elsewhere in the District.

 

It was explained that the feasibility study would give the Council a better understanding of workspace potential and would ensure that Appletree Court was a vibrant and collaborative working environment.  The study would seek opportunities for third parties to use office space which would in turn enable the Council to foster new partnerships whilst developing those already in existence. 

 

Cabinet members agreed that the post-pandemic hybrid working arrangements lend themselves to new ways that office space is utilised.  The Leader confirmed that sustainability would be a factor in the evaluation of office space utilisation and that the ultimate aim was for the Council to be more cost-effective in the running of Appletree Court and to stand out as an employer of choice.

 

 

RESOLVED:

 

1.     That Cabinet recommends to Council that they approve:

 

·        A supplementary budget of £126,000 for the revised budgets for Vehicles and Plant Replacement Programme for 2023-2024.

·        A revised budget of £2.102 million for the Vehicle and Plant Replacement Programme for 2024-25.

 

2.     That Cabinet note the intention to develop a new fleet strategy, which will set the future approach to the replacement of our assets, capturing the opportunities to reduce emissions in line with the declared Climate and Nature Emergency.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes.

 

PORTFOLIO:

 

Environment and Sustainability & Finance and Corporate

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Environment and Sustainability reminded members that the Council’s fleet and plant were an essential part of the Council’s services, and that the Council currently utilises 265 vehicles within its fleet.  These vehicles oversee the waste and recycling, housing maintenance, street scene & grounds maintenance, and parking enforcement & engineering works.

 

The Medium-Term Financial Plan and annual budget, agreed in February 2023, included a £3.2 million budget for the vehicles and plant replacement programme. £150,000 had been allocated to the fleet upgrade for waste strategy implementation.

 

An important part of the process was also the reduction in emissions from the NFDC fleet, in line with the Council’s Climate Emergency Action Plan.  The Council currently operated four electric vehicles and an increasing proportion of battery powered tools.  It was explained that investment was required to allow a greater proportion of the fleet to be considered for electric vehicle replacement.  With this, fuel options to reduce emissions in the wider fleet, such as hydrogen and lower emission hydrocarbons, would be considered.  A fleet strategy would be developed which was expected to be completed in February 2024.

 

Cabinet agreed that replacements should occur where necessary, when a vehicle or infrastructure had reached the end of its lifespan; the Leader confirmed that there were vehicles within the fleet which had been in operation for over 10 years.

 

In response to a question on market pressures, the Transport and Depot Manager explained that the Council would continue to observe the market and react in an appropriate manner, ensuring that the requisite infrastructure was in place.  The replacement of a vehicle would occur following a rigorous assessment where, for example, whole life costs and running costs would be measured first before a judgement was made.  On a financial basis, the aim was to ensure that the Council received value for money.

 

 

RESOLVED:

 

That the Cabinet recommends to Council the adoption of the Strategic Risk Register.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Leader/All.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Leader explained that the Strategic Risk Register (SRR) was a ‘living’, working document that records the challenges and risks facing the Council and helps plan the direction taken in mitigating said risks.

 

The Insurance and Risk Officer, alongside the Executive Management Team (EMT), had undertaken a comprehensive risk review. Following this, the Audit Committee had provided input on the SRR and each risk had been evaluated on its potential impact to the Council. The Leader would remain briefed on the SRR as well as any and all developments.

 

The SRR also contained proposed Action Plans; these being strategies to avoid, accept or manage risks. The management of risks would be holistic, and the ownership of a risk would be assigned to a specific manager and team.

 

Cabinet agreed that the document must be well managed and that all members should familiarise themselves with the SRR and provide feedback on any areas of concern.

 

The Leader explained, following a question from a Councillor, that partnership work with the Citizens Advice Bureau on the matter of unclaimed benefits was ongoing and that the Revenue and Benefits team would continue to work to reach those vulnerable, hard-to-reach individuals who might be eligible for additional support. The Portfolio Holder for Community, Safety and Wellbeing explained that a Community Forum was in development and that the District Council would lead this, alongside charities as well as the Town & Parish Councils.  This would help address the issue of how best to reach residents most in need of support. The Portfolio Holder for Finance and Corporate reiterated that the Council, within the New Forest Partnership, had recently completed a campaign to support residents with the cost-of-living crisis and to assist people in checking if they are entitled to state benefits.

 

The Chairman of the Audit Committee, in reference to point 5.2 of the report, informed the Cabinet that he had received answers to the questions raised by the Committee and that he was satisfied with the responses.

 

 

RESOLVED:

 

That the Cabinet recommends to Council the adoption of the proposed waste and recycling collection policy and new garden waste terms and conditions for the roll-out of new collection services as set out in the Waste Strategy 2022-2027.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Report to Cabinet and Council

 

PORTFOLIO:

 

Environment and Sustainability.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

In the absence of the Portfolio Holder for Environment and Sustainability, the report was introduced by the Portfolio Holder for Housing and Homelessness.

 

The Portfolio Holder reminded members that, in response to national and regional changes in the approach to management of waste and resources, as well as a desire to ensure that local goals were met, the Council had approved a new Waste Strategy 2022-27 in July 2022. The proposed policy aimed to reduce waste and increase recycling in the District.

 

The Performance and Projects Manager for Waste and Transport briefly presented the report, highlighting that the policy detailed the way in which the new Waste and Recycling Strategy would be implemented to ensure continuity for residents, and set out the roles of responsibilities of the Council and residents. The policy would also improve the efficiencies and working conditions for operatives in the service as well as improving the service for residents. Members were informed that assisted collections service would continue and that residents could apply for this service through the Council’s administrative systems.

 

Cabinet Members spoke in support of the proposed policy, acknowledging that it was a major change to the service. The level of public consultation had been extensive, and there was a need to recycle more.

 

Following a question from a non Cabinet Member, in relation to property suitability for the new core services, it was noted that the Council was working with Keep Britain Tidy to carry out a robust property survey within the District. This survey would, upon completion, be analysed by Council officers in order to ensure that the right service was provided to all properties.

 

 

Cllr S Davies introduced the report and moved the recommendations from the Cabinet meeting held on 5 July 2023 as circulated with the Supplementary Council agenda.  Cllr Cleary seconded the motion.

 

A number of questions were raised by Council Members throughout debate, including support for businesses, side waste and enforcement, ensuring that education and support was available to residents, the adaption of the service where wheeled bins were not suitable and the assisted collection policy; which brought about support to residents to collect wheeled bins from the property, rather than the kerbside.

 

Some concerns were raised over the introduction of wheeled bins to the New Forest, reflecting on its special characteristics.  This had been the subject of debate throughout the development of the waste strategy.

 

The Chairman of the Place and Sustainability Overview and Scrutiny Panel highlighted the detailed consideration undertaken in respect of the report and the Panel’s cross-party support for the recommendations.

 

In summing up, the significant work to develop the policy over the last few years was highlighted, which included regular constructive Member challenge.  Members were informed that the combining of bins was not desirable, given the risk of cross contamination and consequent impact on recycling rates.  The commitment to always support and inform before enforcement action was taken was reiterated.  The contention raised in debate over wheeled bins was addressed, with the overwhelming support and understanding at resident meetings and community events that the Portfolio Holder had attended in raising awareness of the wider waste strategy, in striving for improved rates of recycling.

 

RESOLVED:

 

That the adoption of the proposed waste and recycling collection policy and new garden waste terms and conditions for the roll-out of new collection services as set out in the Waste Strategy 2022-2027, be approved.

 

Note:-

 

During the debate on this item, clarification was sought on the ability of Members to ask questions on items throughout the course of each debate.  The Chief Executive, and Monitoring Officer both clarified a number of points.  Firstly, that the Council’s Standing Orders had always provided for each councillor to speak once on each item.  Therefore, it was not within the gift of the Chairman to facilitate a question and answer style session with immediate responses given to each question, resulting in a back and forth between Members and the relevant Portfolio Holder.  The Chairman’s remarks at the start of the meeting, that it was important for Members to decide when to contribute during a debate, was relevant to this point.  Secondly, any questions that Members asked during the course of debate could be responded to in the summing up given by the relevant Cabinet Member or Committee Chairman, who had moved the recommendations.  It was suggested that whilst Members may put any questions of their choosing during debate, those of a very technical nature may be best suited to other forums, particularly those that required an officer to provide a detailed answer.

 

RESOLVED:

 

That Cabinet recommend to Council the approval of the proposed Private Sector Housing Enforcement Policy, establishing the remedies and legislative powers available to Officers to ensure housing standards are met in the private housing sector.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Housing and Homelessness

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Housing and Homelessness introduced the report and spoke of the Council’s commitment to achieve high standards of accommodation in the private rented sector.  The Enforcement Policy was robust, setting out the legal powers and remedies available for officers to use against landlords who did not meet their obligations.  He recognised that officers take a supportive approach to working with landlords but there was a need to safeguard tenants and take action against landlords when required

 

The Private Sector Housing Manager briefly presented the report, highlighting that the Policy brought in the legislative powers the Council could take in relation to enforcement.  She confirmed that a cooperative approach to working with landlords would be taken to inform them of their duties and to maintain high standards of accommodation.  The majority of landlords were compliant.  The policy introduced charges for the issue of enforcement notices and introduced civil penalties.

 

Members spoke in support of the proposed policy and recognised the importance of working with private landlords in order to ensure the provision of good quality private sector housing for residents in the District.  It was further noted that landlords could seek advice and support from the Council should they have any problems with their tenants.

 

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Cllr S Davies introduced the report and moved the recommendations from the Cabinet meeting held on 7 June 2023.  Cllr Cleary seconded the motion.

 

In response to a question on the number of enforcement actions, a number of Members highlighted the importance of working positively with private landlords such as via the Housing Forum, with a reflection of how successful the policy was being how engaged private sector partners were, rather than the number of enforcement actions which were considered to be a last resort.

 

Members welcomed the policy as a firm but fair approach to working in partnership with the private sector, promoting the maintaining and where possible, the raising of high standards.  Requests for a review in 12 months time were welcomed by the Portfolio Holder.

 

It was clarified that this policy did not cover short term holiday lets and apartment rentals such as Airbnb.

 

RESOLVED:

 

That the Private Sector Housing Enforcement Policy, establishing the remedies and legislative powers available to Officers to ensure housing standards are met in the private housing sector, be approved.

 

The Chairman reminded Members that Appendix 3 of the report relating to this item contained exempt information, and to be mindful of this before speaking, should the Council need to move into a non-public session.

 

Cllr S Davies introduced the report and moved the adoption of the recommendations from the Cabinet meeting held on 5 July 2023, as circulated with the Supplementary Council agenda.  Cllr Cleary seconded the motion.

 

In response to a question on the provisions made for staff, it was confirmed that staff had been fully consulted and that transport provision was being considered as part of the process.

 

RESOLVED:

 

1.     That the allocation of £7,800,000 in funding to complete this project, this figure being inclusive of all construction and relocation costs, be approved; and

 

2.     That the contractor identified in Confidential Appendix 3 be appointed as the preferred bidder to design and build the operational services depot on land at Hardley Industrial Estate.

 

 

Note – Cllr Heron requested that his abstention from the resolution above, be recorded, having not participated following the declaration of his interest.

 

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

 

 “Humans have already caused irreversible climate change, the impacts of which are being felt in the UK, and around the world. The global temperature has already increased by 1.2°C above pre-industrial levels and—alongside this—the natural world has reached crisis point, with 28% of plants and animals threatened with extinction. In fact, the UK is one of the most nature-depleted countries in the world as more than one in seven of our plants and animals face extinction, and more than 40% are in decline.

 

Climate change remains a major concern for voters with 66% of people (according to YouGov) expressing they are ‘worried about climate change and its effects’. Alongside this, the popularity of Sir David Attenborough’s Save Our Wild Isles initiative demonstrates public concern that UK wildlife is being destroyed at terrifying speed.

 

Climate & Ecology Bill

 

The Climate & Ecology Bill, a private member’s bill currently before the House of Commons, seeks to address the challenges that this situation poses by creating a whole-of-government approach to deliver a net zero and nature positive future.

 

Based on the latest science, the Bill aims to align current UK environmental policy with the need to halt and reverse nature loss by 2030, which was goal agreed to at COP15, via the Kunming-Montreal Framework (22 December 2022); and reduce greenhouse gas emissions in line with a fair share of the remaining global carbon budget to give the strongest chance of limiting global heating to 1.5C, which was the goal agreed to at COP21, via the Paris Agreement (12 December 2015).

 

By bridging the gap between the UK Government’s current delivery, and what has been agreed at international levels, Britain has a chance to be a world leader on the environment; seizing the opportunities of the clean energy transition, including green jobs and reduced energy bills; and boosting the UK’s food and energy security.

 

This Council notes that:

 

The Climate and Ecology Bill, which has been introduced in the UK Parliament on four occasions since 2020, including most recently in the House of Commons 10 May 2023. The Bill is backed by 168 cross-party MPs and Peers, 237  local authorities, alongside the support of eminent scientists, such as Sir David King; environmental NGOs, such as The Wildlife Trusts and CPRE; businesses, such as The Co-operative Bank; and 30,000 members of the public.

 

The Bill would require the UK Government to develop and deliver a new environmental strategy, which would include:

 

1.     Delivering a joined-up environmental plan, as the crises in climate and nature are deeply intertwined, requiring a plan that considers both together;

 

2.     Reducing emissions in line with 1.5°C, ensure emissions are reduced rapidly, for the best chance of limiting warming to 1.5°C;

 

3.     Not only halting, but also reversing the decline in nature, setting nature measurably on the path to recovery by 2030;

 

4.     Taking responsibility for our overseas footprint, both emissions and ecological;

 

5.     Prioritising nature in decision-making, and ending fossil fuel production and imports as rapidly as possible;

 

6.     Ensuring that no-one is left behind, by providing for retraining for people currently working in fossil fuel industries; and

 

7.     Giving people a say in finding a fair way forward through an independent and temporary Climate & Nature Assembly, representative of the UK population, an essential tool for bringing public opinion along with the unprecedented pace of change required.

 

This Council has already passed a Climate and Nature Emergency motion and is now taking tackling climate change locally as an important strand of its strategy going forward. Therefore supporting the bill is aligned with local, national and international recognition we must act decisively and timely to deal with the climate crisis.

 

New Forest District Council therefore resolves to:

 

1.     Support the Climate and Ecology Bill;

 

2.     Inform local residents, and local press/media of this decision;

 

3.     Write to MP’s Sir Julian Lewis and Desmond Swayne to inform them that this motion has been passed, urging them to sign up to support the CE Bill, or thanking them for already doing so;

 

4.     Write to Zero Hour, the organisers of the cross-party campaign for the CE Bill, expressing its support (campaign@zerohour.uk).”

 

Cllr Dowd seconded the motion.

 

The Chairman referred to the provisions of Standing Order 42 which stated that the motion should stand referred without discussion to relevant body within whose terms of reference the subject matter of the motion comes.  This was the Place and Sustainability Overview and Scrutiny Panel.  The Leader confirmed that the Cabinet was content with this referral.

 

In response to a request that the motion be dealt with at this Council meeting, the Chairman confirmed that it would be referred to the relevant Panel.  It should be noted that it would have been at the Chairman’s discretion to allow debate on the motion at the meeting, if he considered it urgent, convenient or conducive to the despatch of business to depart from the usual referral.

 

RESOLVED:

 

That the motion be referred to the Place and Sustainability Overview and Scrutiny Panel.

 

Cllr Cleary introduced the report and moved the recommendations from the HR Committee meeting held on 8 June 2023.  Cllr S Davies seconded the motion.

 

One Member questioned to whom the benefit of this change was, and that it may not necessarily be in the interest of the employee.

 

In response to a request for the unions response to the proposal, paragraph 12.1 of the report outlined that the Employee Side representatives had no issues or concerns with the changes proposed.

 

In summary, one Member highlighted how stressful an appeal was to an employee and bringing forward these matters in a timely manner was to the benefit of all involved in the process.  It was also highlighted that the involvement and resolution by people trained appropriately and experienced in these matters was also to the benefit of the employee and all parties, given the complexity of employment law.

 

RESOLVED:

 

1.     That the proposal to change the internal Appeal process in relation to dismissals, outlined at section 6 of the report, be agreed.

 

2.     That authority be delegated to the Monitoring Officer to make the consequential changes arising to the Constitution, which include the Appeals Committee Terms of Reference.

 

RESOLVED:

 

That the Cabinet recommends to Council the adoption of the proposed garden waste fees as set out in Appendix 1 of the report, applicable from 1 April 2024.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Environment and Sustainability.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

In the absence of the Portfolio Holder for Environment and Sustainability, the report was introduced by the Portfolio Holder for Housing and Homelessness.

 

The Portfolio Holder reminded members that, as of April 2024, changes to improve the Garden Waste collection service would occur and that subscribers would see an increase in their recycling capacity by way of the new 240 litre bins.

 

The Assistant Director for Place Operations briefly presented the report. Members heard that the fees for the Garden Waste collection service had previously been amongst the lowest in the County. The proposed fee of £65 per-year was comparable to the median fee across the County. New bins would be provided ahead of the April 2024 roll-out and the new scheme would run on a 12 month cycle.

 

Cabinet Members spoke in support of the proposed charges, acknowledging that the new charges were in line with their counterparts across Hampshire, whilst also doubling the capacity available for some residents. Cabinet Members felt that the move to wheeled bins was a more sustainable approach to the existing, plastic sacks, and improvements to the safety and efficiency experienced by collection staff were welcomed.

 

 

Cllr S Davies introduced the report and moved the adoption of the recommendations from the Cabinet meeting held on 5 July 2023, as circulated with the Supplementary Council agenda.  Cllr Cleary seconded the motion.

 

Cllr M Wade moved an amendment, to provide the wheeled bins for the garden waste service free of charge, removing the bin supply charge of £25 noted in Appendix 1 of the report.  He highlighted his understanding of the need to bring about a more reflective charge in respect of the service but did not consider it appropriate to also charge an additional amount to supply the physical bin.  Cllr J Davies seconded the amendment.

 

The Council debated the amendment.  Those speaking in favour suggested that the physical bin required to access the service ought to be included as part of the service charge.  Some concerns were raised about fly tipping of garden waste and the free supply of bins to access the discretionary service could potentially discourage this behaviour.  One Member sought reassurance of the messaging reaching residents in a timely manner to reduce the risk of those needing to pay the supply charge.

 

Members speaking against the amendment highlighted that the cost of the wheeled bins had to be accounted for somewhere.  If the cost was not passed on through the service in some form, it would ultimately be passed across the District in the cost of the Council’s operation, including to those who did not subscribe to this discretionary service.  The overall value for money of the service was highlighted.  It was also noted that the supply charge would be applicable only to customers signing up outside of the initial sign up period, and those signing up for an additional bin.  One Member highlighted the opportunity to take green waste to household recycling centres for free and this was an additional, discretionary service which needed be properly costed.  The opportunity for residents to share bins was noted, wherever appropriate, therefore also sharing the cost.

 

In summing up the amendment, Cllr M Wade highlighted the difficulty for some residents of going to the household recycling centres, and suggested that the cost of the physical bins could be absorbed within the first year’s rise to the service charge.  In responding to the amendment, Cllr S Davies promoted the service as an additional recycling opportunity as a paid for service, at an exceptional value, including the cost of £25 for late sign-ups or additional bins, which he considered to be very reasonable.

 

A request for a recorded vote on the amendment did not gain the support of the required number of Members.

 

The amendment was put to the vote and lost.  The Council proceeded to vote on the substantive motion.

 

RESOLVED:

 

That the adoption of the proposed garden waste fees as set out in Appendix 1 of the report, applicable from 1 April 2024, be approved.

 

RESOLVED:

 

That the Cabinet note:

 

a)     the Annual Performance Report for 2022/23;

 

b)     the provisional outturn of the General Fund revenue and capital budgets for 2022/23;

 

c)     the provisional outturn of the Housing Revenue Account and capital budgets for 2022/23; and

 

d)     the year end rephasings as included within the provisional outturn figures

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

No.

 

PORTFOLIO:

 

Leader/All.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Leader of the Council introduced the report, highlighting the corporate priorities that the Council had delivered, including the agreement of the Waste Strategy, the Climate Change and Nature Emergency Action Plan and the Solent Freeport. Support had also been given to residents within the community, following the delivery of 5 community hubs and £220,000 in community grants. Progress had been made in modernising the organisation and making the Council an employer of choice.

 

The Assistant Director of Transformation briefly presented the report and explained that it was backwards looking over the last financial year.  The focus moving forwards would be to develop the new corporate plan, with priorities for the next 4 years, alongside a robust performance management framework.

 

The Finance Manager also spoke to the report and informed members that despite significant in-year pressures such as the staff pay award, utility cost rises and general price increases, the outturn of the General Fund at Portfolio level was within £56,000 of the original budget, set in February 2022. Similar budgetary pressures existed within the Housing Revenue Account and a £1.2 million call on the reserves fund had been required. Finally, Cabinet heard that the outturn spend of the Capital Programme was £43.7 million, against the original budget of £42 million, however it was explained that this outturn spend did include additional projects identified and approved during the year.

 

Cabinet Members acknowledged that the year to date had been incredibly challenging due to the various financial pressures and that, despite these pressures, the Council had delivered on its budgetary requirements and that overall, it had been a very successful year.

 

The Portfolio Holder for Planning and Economy was pleased to highlight some of the work within his portfolio which included; that the Community Infrastructure Levy funds had been used to deliver open space projects, that 90% of planning applications had been determined within the indicative timeframe, that the Council now enjoyed 58% market share of all Building Control applications and that 3,500 local businesses had subscribed to the Council’s e-newsletter.

 

 

RESOLVED:

 

That Cabinet

 

a)     agree the revised proposed mechanism for the allocation of the Business Support element of the Rural England Prosperity Fund as set out in paragraph 3.2;

 

b)     agree to delegate authority to the Strategic Director of Place, Operations and Sustainability in consultation with the Portfolio Holder for Planning and Economy on any further changes to the allocation of funds or other delivery issues; and

 

c)     agree to delegate authority to the Strategic Director of Place, Operations and Sustainability to take all decisions and actions on the administration and allocation of the Fund in line with government guidance.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes.

 

PORTFOLIO:

 

Planning and Economy.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Planning and Economy, introduced the report, highlighting that the funding would benefit people in the rural areas of the District. The latest funding criteria required applicants to contribute a minimum of 50% matched funding on capital investment, to ensure genuine and well planned applications were submitted for consideration.

 

Cabinet Members expressed their support to the revised proposed mechanism for the allocation of Business Support and was conscious that any funding provided to the rural areas of the New Forest would have wide-reaching benefits, across the District, not just in the immediate area that funding was received.

 

A non Cabinet member sought a definition of rural businesses and expressed concern that some businesses would not know whether they were eligible to apply if this was not clear.  An officer response was provided and members noted that any businesses located in the rural area were likely to be eligible but that further clarity would be provided.  Members were reminded that the map of the District’s DEFRA designated ‘rural areas’ formed part of the report considered by the Cabinet in March 2023.

 

 

RESOLVED:

 

That a programme of staff engagement and the development of the Transformation Strategy to deliver change, improve outcomes and contribute to resolve the MTFP gap by delivering savings of at least £1M by Financial Year 26/27 be supported.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes.

 

PORTFOLIO:

 

Leader/All.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Leader of the Council introduced the report, highlighting that significant opportunities had been identified on ways in which the Council could better engage and serve its residents. The Transformation Programme would provide a platform for the Council to deliver efficiencies, modern business practices, sustainable delivery of services and a skilled and motivated workforce. The Leader hoped that, through these different enhancements, the New Forest District Council would be an employer of choice in the region.

 

The Assistant Director of Transformation explained that over the coming months, the Council would be setting their Transformation Strategy, how the strategy would be governed and the performance measures that would support the delivery of the programme.

 

Cabinet Members expressed their support to the programme update and it was emphasised that whilst all of these improvements were being undertaken, the core principle of those residents who needed to be able to directly meet and talk with Council staff and members would remain. It was acknowledged that the programme would save the Council on certain costs and that services may be delivered in different ways, but the Cabinet were clear that the level of quality for all services would be maintained. Key Performance Indicators would continue to be utilised in order to monitor the progress of the transformation programme.

 

 

RESOLVED:

 

That the decision to revoke the Lyndhurst Air Quality Management Area (AQMA) and the development of an ‘Air Quality Strategy’ for New Forest District Council be supported.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Community, Safety and Wellbeing.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Community, Safety and Wellbeing introduced the report, highlighting that the air quality objectives for Lyndhurst had been met and that the Air Quality Management Area would be revoked.  Following this an Air Quality Strategy would be developed across the whole district.

 

The Environmental Protection Team Manager briefly presented the report and explained that the revocation of the Lyndhurst Air Quality Management Area in Lyndhurst was in line with DEFRA’s guidance.  Local authorities without any AQMA were required to develop an Air Quality Strategy, in line with the Government's Air Quality Strategy.   It was therefore proposed that a strategy for the entire District would be developed.

 

The Cabinet was reassured that monitoring would continue in Lyndhurst using the existing techniques.

 

Members noted that there was a lack of guidance on the development of the Government’s Air Quality Strategy, however it was understood that there would be a greater focus on a wider range of pollutants, such as agriculture and indoor air pollutants.

 

The Cabinet was pleased to note that the pollution levels had reduced in Lyndhurst and as a result the Lyndhurst Air Quality Management Area would be revoked and supported a District-wide strategy. Reassurances were given by officers in response to a question that areas such as Fawley and the Waterside would continue to have its air quality monitored and that this would be considered as part of the Strategy.

 

RESOLVED:

 

That the Cabinet recommends to Council:

 

a)     The allocation of £7,800,000 in funding to complete this project, this figure being inclusive of all construction and relocation costs; and

 

b)     To appoint the contractor identified in Confidential Appendix 3 as the preferred bidder to design and build the operational services depot on land at Hardley Industrial Estate.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Report to Cabinet and Council.

 

PORTFOLIO:

 

Environment and Sustainability and Finance and Corporate.

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

Cllr Heron declared, for transparency, that he knew the owner of a company identified within Appendix 3 of the Cabinet report. Cllr Heron clarified that he would withdraw himself from this item and abstain from participating and voting.

 

DISCUSSION:

 

The Leader of the Council, before introducing the report, reminded members that Appendix 3 of the report contained commercially sensitive information which was exempt by virtue of Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972. It was explained that if any member wished to discuss the content of Appendix 3, that the meeting would need to move into exempt-session, with the press and public excluded.

 

In the absence of the Portfolio Holder for Environment and Sustainability, the report was introduced by the Portfolio Holder for Housing and Homelessness. The Portfolio Holder highlighted that in addition with modernising a frontline service, the new depot would provide staff with a better facility in which to work as well as improving the ability to collect a wider range of waste and recycling.

 

The Assistant Director of Place Operations briefly presented the report and reminded members that the existing depot at Clay Meadow in Totton was not sufficient in providing the facilities or capacities for the new modern service. The relocation would also release the current site for residential re-development.  The new site at Hardley had obtained planning consent and a full procurement process had been undertaken with a preferred bidder identified. Completion costs would total £7.8 million, and funding would come from the capital programme reserve, capital receipts reserve and revenue contributions. The key risks identified within the report were consistent with any construction projects of a similar size, including the issue of inflation. The Waste Programme Board would oversee the project and relevant updates would be provided to the Overview and Scrutiny Panels.

 

Cabinet Members expressed their support of the project.  Despite concerns around traffic and congestion at Hardley, members were reassured that the highways considerations had been factored into the planning application that was considered and approved in 2023 and that the operational hours would not coincide with rush hours during the day.

 

A question was posed by a non Cabinet member relating to Appendix 3 of the report, and by virtue of Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, the meeting went into private session, as noted at minute 19 below. The question posed related to the procurement criteria and the member was directed to section 6 of the pubic report, the Procurement Process. Following this, Cabinet agreed to re-enter public session and the item was brought to a close with the Cabinet agreeing to the recommendations within the report.

 

 

RESOLVED:

 

That the appointments to Outside Bodies as proposed in Appendix 1 of the report to Cabinet be agreed.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

No

 

PORTFOLIO:

 

Leaders

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

A non Cabinet member disputed the three appointments to the Forest Lodge Farm Quarry Liaison Panel being made to members from Wards in the South Waterside.  He felt that the ward members for Hythe South should be appointed to the Panel due to the location of the Quarry.

 

The Leader responded and confirmed that the appointments would be considered as per the recommendation in the report, however she requested officers to investigate this matter further with Hampshire County Council.  The Service Manager for Democratic Services further clarified that he had written to the County Council about the appointments and that he was unaware of any changes to the outside body since the previous appointments had been made in 2019.  It could however be reconsidered if there was a change.

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RESOLVED:

 

To consider and support the development of a Cultural Strategy for the New Forest.

 

REASONS FOR DECISION:

 

As set out in the report.

 

KEY DECISION:

 

Yes

 

PORTFOLIO:

 

Community, Safety and Wellbeing

 

ALTERNATIVE OPTIONS CONSIDERED/REJECTED:

 

As set out in the report.

 

DECLARATIONS OF INTEREST:

 

None.

 

DISCUSSION:

 

The Portfolio Holder for Community, Safety and Wellbeing welcomed the report recommending support for the development of a Cultural Strategy for the New Forest.  He spoke about the New Forest having many great local arts and cultural organisations and recognised the opportunity for greater engagement and partnership working to bring about positive economic, social outcomes and enhance the local area for those who live, work and visit the New Forest.

 

The Creative and Cultural Development Manager, highlighted that the New Forest had been identified as a priority place by the Arts Council due to the historic low cultural investment, and there being an opportunity to increase engagement.  She set out how the strategy would be developed.

 

Cabinet Members and other members of the Council welcomed and supported the development of a strategy.  Members spoke about their aspirations for the Strategy, helping to regenerate Town Centres and address inequalities in this sector throughout the New Forest.

 

The Leader moved the recommendations as set out on the agenda, to approve the committee and panel structure and the terms of reference of each Overview and Scrutiny Panel.  Cllr S Davies seconded the motion.

 

RESOLVED:

 

1.     That the following number of seats on each committee and Panel in the Council’s Constitution, be agreed:-

 

Committee / Panel	Number of Seats
Appeals Committee	13
Audit Committee	9
General Purposes and Licensing Committee	13
HR Committee	9
Planning Committee	13
Housing and Communities Overview & Scrutiny Panel	9
Place and Sustainability Overview & Scrutiny Panel	9
Resources and Transformation Overview & Scrutiny Panel	9

 

2.     That the terms of reference of the Overview and Scrutiny Panels as circulated with the agenda, be agreed.