Agenda and draft minutes

Tribute was paid to former Panel member Councillor David Wilkinson, whose recent passing had been received with great sadness. The Chairman reflected on Councillor Wilkinson's valued contribution to the work of the Panel, noting his commitment to public service and the thoughtful and probing questions he had regularly brought to meetings. Members joined the Chairman in recognising his dedication and service and stood to observe a minute's silence in his memory.

To sign as a correct record the minutes of the Performance Monitoring Panel meeting held on 26 May 2026 (enclosed).

Consideration was given to the minutes of the 26 May 2026 Performance Monitoring Panel.

AGREED:

That the minutes of the 26 May 2026 Performance Monitoring Panel meeting be singed by the Chairman as a correct record.

To consider the update on actions that arose from the 26 May 2026 Performance Monitoring Panel meeting and the tracking of outstanding actions (enclosed).

Members considered the update on outstanding actions arising from previous meetings.

• Regarding action 8(c) 26/27 in relation to performance in Q2 for procurement savings and benefits achieved, reference was made to the additional response provided within the report, including further narrative requested following a pre-meeting with the Chair and Vice-Chair. Following clarification, members were satisfied that the action had been addressed.

• Regarding action 40(a) 25/26, members welcomed the information provided regarding the costs associated with Planning appeals. It was noted that the figures provided offered useful context and assisted members in understanding the financial implications involved.

AGREED:

That the update to actions be noted.

Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a councillor is permitted to remain as a result of a grant of dispensation.

There were none.

There were none.

There were none.

To note the current Key Decision Plan (enclosed).

Consideration was given to the Key Decision Plan dated 19 August 2026.

• In response to a member query regarding the ‘Disposal of Land and Property Assets’ decision, the Portfolio Holder for Assets and Strategic Planning advised members that asset sales and rental arrangements were assessed on a case-by-case basis, with all disposals subject to appropriate valuation and consideration of both sale and rental options. It was explained that, prior to the implementation of Local Government Reorganisation, any receipts generated would directly benefit the residents of South Holland. Assurance was given that disposals were undertaken in accordance with the Council's requirements to achieve best consideration, unless there was a clear community benefit in pursuing an alternative approach.

• Members requested further information in respect of the broad nature of the decision ‘Acquisition of Residential Properties’ through the Local Authority Housing Fund Programme. In response, the Service Director -  Strategic Growth and Development advised that funding had previously been approved by the Council, with delegated authority granted to enable suitable properties to be identified and assessed. Engagement with the relevant ward member would ordinarily take place where a property had been identified within their ward, reflecting the approach adopted during previous rounds of the programme.  It was anticipated that individual business cases would be developed as appropriate opportunities arose.

• A further question was raised regarding potential opportunities to increase the supply of social housing within Sutton Bridge, including whether particular properties might be considered for acquisition through the programme. It was noted that the matter would be pursued outside of the meeting.

AGREED:

That the Key Decision Plan be noted.

To provide an update on how the Council is performing for the period 1 April 2026 to 31June 2026 (report of the Service Director – Corporate enclosed).

Consideration was given to the report of the Service Director – Corporate which provided an update on how the Council was performing for the period 1 April 2026 to 31 June 2026.

The Business Intelligence and Change Manager presented the report with support from the Service Director – Neighbourhoods, and the Group Manager for Information Governance. The following main points were highlighted:

• Although overall performance had declined since Quarter 4, 87% of Key Performance Indicators (KPIs) remained on target;
• Recycling and composting performance was 35.19% against a target of 45% however improvements were expected through the new waste collection model and introduction of dedicated recycling bins;
• First-time waste collections had fallen to 94.99% against a target of 99.8%, partly due to collection day changes and road closures;
• Homelessness prevention performance had improved from 46% to 52.7%. The 60% homelessness target had been intentionally set as an ambitious target;
• The KPI relating to Health and Safety audit/inspections completed across the partnership was a new measure, with only one outstanding SHDC action which had subsequently been completed in July 2026; and
• Corporate complaints responded to within timescales had fallen to 40% against a target of 95%. Increased complaint volumes and more complex AI-generated complaints were contributing factors.

Members considered the report and raised the following points:

• In relation to homelessness prevention, members welcomed the improvement in performance compared with the previous reporting period, whilst acknowledging that the target remained ambitious. A question was raised regarding the Council's ambitions and planned measures to further improve outcomes.
  • The Business Intelligence and Change Manager undertook to provide a more detailed response outside of the meeting.

• Members discussed in detail the indicator relating to household waste collected for recycling and composting and sought clarification regarding how the performance measure was calculated and the factors influencing performance. Additionally, members raised the importance of public education and engagement in helping residents understand the materials that could and could not be recycled whilst also acknowledging that changing recycling behaviours would take time and would require ongoing communication and support.
  • The Service Director – Neighbourhoods explained that the indicator was based upon a nationally prescribed methodology using tonnage data and that performance was affected by a number of variables, including contamination levels and the volume of residual waste collected. Currently, contamination rates within the district remained significantly higher than the national average however the new service would enable improvements through the rollout of dedicated recycling bins, enhanced resident communications and the future introduction of food waste collections.

• Regarding the rollout of the new management collection arrangements, members relayed concerns raised by some residents in relation to properties located on private roads and access arrangements.
  • The Service Director – Neighbourhoods advised that operational issues would continue to be considered as the service was implemented and that support would be provided where required.

• Concern was expressed regarding the significant reduction in performance during Quarter 1 relating to corporate complaints responded to within corporate timescales.
  • The Group Manager for Information Governance and Data  ...  view the full minutes text for item 22.

To update Performance Monitoring Panel of the 25/26 Tenant Satisfaction Measure results and wider performance of the Housing Landlord Service (report of the Service Director – Housing enclosed).

Consideration was given to the report of the Service Director Housing which updated the Performance Monitoring Panel on the 2025/26 Tenant Satisfaction Measure results and wider performance of the Housing Landlord Service.

The Service Director - Housing presented the report and highlighted the following main points:

·       Overall performance remained positive and stable, with overall tenant satisfaction recorded at 73%;

·       Most satisfaction measures had either improved or remained consistent throughout the year;

·       Strong performance had been maintained in repairs, building safety compliance, rent collection, lettings, adaptations and planned maintenance, with results comparing favourably against sector benchmarks;

·       Targeted improvement work had been developed in response to tenant feedback regarding complaints and antisocial behaviour; and

·       Significant progress had been made in areas previously highlighted by the Regulator of Social Housing, including increased stock condition survey coverage, strengthened tenant scrutiny arrangements through the Tenant Influence Panel and continued investment in housing stock.

Members considered the report and made the following comments:

• Members queried the reported reduction in satisfaction relating to the cleanliness and maintenance of communal areas.
  • The Service Director - Housing explained that analysis of survey responses had identified that none of the respondents commenting on the issue lived within flat schemes that contained communal areas. Instead, respondents had largely based their answers on the maintenance of open green spaces and grass cutting regimes. A review had subsequently identified a small number of sites that had unintentionally been removed from Parks and Grounds schedules and these had since been reinstated. Members were advised that the survey questions were prescribed by the Regulator of Social Housing and could not be amended locally, despite some respondents perceiving the questions to be applicable to services beyond their intended scope.

• Members raised concerns regarding the reduction in satisfaction with the Council's approach to handling antisocial behaviour.
  • The Service Director - Housing advised that satisfaction levels in the previous reporting period had been unusually high and were believed to represent an anomaly within the survey data. The current result was considered more representative and aligned more closely with sector benchmarks and that of 2023/24. Members were informed that a significant proportion of survey respondents had either selected "don't know" or "not applicable" when answering the question. Analysis of dissatisfaction had identified concerns relating to communication, expectations that fell outside the Council's statutory powers, frustrations regarding evidence gathering requirements and delays in resolving complex cases. Members were advised that since the survey had been undertaken, a new Housing Antisocial Behaviour Policy had been adopted by Cabinet, with additional measures introduced including case closure satisfaction surveys, targeted engagement activities, enhanced communications to wider residents regarding enforcement action and ongoing monitoring of service performance.

• Members commented that the antisocial behaviour service delivered within the Housing Revenue Account (HRA) appeared comprehensive and effective and suggested that consideration should be given to expanding a similar approach across the wider district. It was suggested that Cabinet explore opportunities to strengthen the Council’s wider approach to antisocial behaviour by adopting elements of the model currently  ...  view the full minutes text for item 23.

To provide members with an update on the South Holland Centre (report of the Service Director for Culture and Regeneration enclosed).

Consideration was given to the report of the Service Director – Culture and Regeneration to provide members with an update on the South Holland Centre.

The Service Director – Culture and Regeneration, the Cultural Venues and Creative Arts Manager, the South Holland Centre Manager and the Portfolio Holder for Assets and Strategic Planning attended the meeting for consideration of this item.

The Cultural Venues and Creative Arts Manager presented the report which included details on the South Holland Centre’s financial and operational performance. Members were advised of continued growth in audience numbers and advance ticket sales, particularly for the annual pantomime, alongside a review of the current budget position, ongoing improvements to the venue and opportunities to maximise the use of the building.

Members considered the report and made the following comments:

• Members welcomed the positive progress reported at the South Holland Centre and noted the continued improvement in both performance and income generation.

• Members discussed the recent procurement exercise relating to concession services and sought clarification regarding the change of provider. Particular interest was expressed in the feedback and communication provided to the unsuccessful incumbent provider following completion of the tender process.
  • The Cultural Venues and Creative Arts Manager confirmed that the previous contractor had participated in a competitive tender process but had been unsuccessful following assessment against the procurement criteria; and
  • The South Holland Centre Manager advised that feedback would have been provided to the unsuccessful incumbent provider as part of the procurement process and agreed to ensure that this had been communicated appropriately.

• Members queried the financial monitoring arrangements for advance ticket sales and bookings, including weddings and other events.
  • The South Holland Centre Manager responded that income relating to future years was accounted for appropriately and was not recorded within the current financial year's performance figures.

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• Members welcomed the significant increase in income and sought clarification regarding budget variances reported within the financial monitoring information, particularly the £128000 overachievement of income and the £21000 overspend for computer hardware.
  • The South Holland Centre Manager explained the reasons for the variances, noting that increased ticket sales and usage naturally resulted in corresponding increased payments.

• Members queried the forthcoming re-tendering of the pantomime contract and emphasised the importance of maintaining the quality and popularity of the annual production whilst ensuring that best value was achieved.
  • The South Holland Manager confirmed that the pantomime contract re-tender exercise was necessary due to the size of the contract but that quality would remain a key consideration throughout the procurement process.

• Members queried how the South Holland Centre was benefiting from wider town centre regeneration activity and whether sufficient progress was being made to embed the Centre within the wider town centre offer.
  • The Service Director – Culture and Regeneration advised that work was ongoing with the Business Improvement District, Pride in Place Board and other partners to strengthen links between town centre initiatives and the South Holland Centre. It was noted that residents generally viewed the town centre as a  ...  view the full minutes text for item 24.

To provide members with an update and overview of the implications of water infrastructure issues on planning decisions (report of the Service Director – Planning and Strategic Infrastructure enclosed).

Consideration was given to the report of the Service Director – Planning and Strategic Infrastructure which provided members with a briefing note update and overview of the implications of water infrastructure issues on Planning decisions.

The Planning Development Manager attended the meeting virtually to present the update and  advised members that the protocol previously considered by the Panel had subsequently been presented to the Planning Committee. Additionally, officers continued to engage with Anglian Water on both operational planning matters and longer-term strategic infrastructure planning.

Members considered the update and made the following comments:

• Members stated that they had hoped for greater clarity from Anglian Water regarding the capacity of wastewater treatment infrastructure across the district. Concern was expressed that, without a clearer understanding of available capacity, it was more difficult to assess where future development could reasonably be accommodated.
  • The Planning Development Manager explained that the Council's position differed depending upon the type of development proposal being considered. Sites allocated within the current Local Plan should be capable of being accommodated, as Anglian Water had been involved throughout the preparation of the Plan and would have been expected to identify infrastructure constraints at that stage. Additionally, the ongoing Local Plan review would provide an opportunity for infrastructure providers to assess future site allocations and identify any wastewater treatment capacity issues before new allocations were made. However, greater uncertainty existed in relation to speculative development proposals outside of existing or future allocations, with such applications requiring consideration on a case-by-case basis, taking account of infrastructure capacity and drainage constraints as they arose.

• Members highlighted the importance of understanding wastewater treatment capacity during the period between the current Local Plan and the adoption of a revised Plan. Whilst it was acknowledged that, in some locations, development had occurred at a faster rate than originally anticipated, it was suggested that more detailed information from Anglian Water would assist the Council in guiding development proposals and understanding where infrastructure constraints may affect growth.
  • The Portfolio Holder for Assets and Strategic Planning emphasised that the Council was fully committed to obtaining as much information as possible from Anglian Water and would continue to seek greater clarity where opportunities arose. Whilst acknowledging frustrations regarding changes in Anglian Water's position on capacity at certain locations, it was noted that infrastructure providers had been aware of development allocations within the Local Plan and that historic under-investment in wastewater infrastructure should not unnecessarily constrain sustainable growth within the district. He agreed that any additional information provided by Anglian Water would assist the Council in making informed planning decisions and understanding future development constraints.

·       Members sought assurance regarding communication and engagement between Planning officers and Anglian Water, particularly in relation to development proposals outside Local Plan allocations. Clarification was sought on the arrangements for ongoing operational dialogue, direct officer engagement when concerns arose, and the process for challenging or clarifying infrastructure-related objections. Members acknowledged that strategic discussions were undertaken at a senior level but emphasised the importance of effective day-to-day  ...  view the full minutes text for item 25.

To note the Overview and Scrutiny Annual Report 2025/2026 prior to its presentation at Council (report of the Service Director – Legal and Governance enclosed).

Consideration was given to the report of the Service Director – Legal and Governance (Monitoring Officer) which asked members to note the Overview and Scrutiny Annual Report 2025/26 prior to its presentation at Council.

The Democratic Services Team Leader presented the report which summarised the work undertaken by the Council's Overview and Scrutiny function during 2025/26. Members were advised that, following consideration by the Panel, the report would also be presented to the Policy Development Panel prior to being noted by Full Council at its meeting scheduled for 15 October 2026.

Members considered the report and made the following comment:

• Members welcomed the report and acknowledged the breadth of work undertaken by the Council's scrutiny committees during the year.

AGREED:

That the Overview and Scrutiny Annual Report 2025/26 be noted and recommended to Council.

To set out the Work Programme of the Performance Monitoring Panel (report of the Service Director – Legal and Governance enclosed).

Consideration was given to the report of the Service Director – Legal and Governance (Monitoring Officer) which set out the Work Programme of the Performance Monitoring Panel.

The Democratic Services Team Leader presented the Work Programme and highlighted items scheduled for consideration at future meetings.

Members were reminded of the joint meeting of the Performance Monitoring Panel and Policy Development Panel on 15 September 2026 to consider the Cultural Services Delivery Arrangements, and were advised that, ahead of consideration of the annual Crime and Disorder Report in November, members would be invited to submit questions in advance to assist partner organisations in preparing responses.

Members considered the Work Programme and did not raise any issues.

AGREED:

That the Work Programme be noted.

There were none.