Agenda and minutes

To sign as a correct record the minutes of the meeting of the Cabinet held on 16 September 2025 (copy enclosed). 

The minutes of the Cabinet meeting held on 16 September 2025 were agreed and signed by the Leader.

(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.

There were none.

To provide an update on how the Council is performing for the period 1st April 2025 to 30th June 2025 (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which provided the Cabinet with an update on how the Council performed for the period 1^st April 2025 to 30^th June 2025.

The Portfolio Holder for Finance introduced the report on behalf of the Portfolio Holder for Corporate and Environmental Services raised the following points:

• The report updated Cabinet on progress against KPIs.
• 83% of KPIs were on or above target, 7% were slightly below target and 7% were significantly under target.
• Strong areas of performance included:
  • Planning applications, both major and minor, which were well above government and internal targets
  • Homelessness prevention was performing well despite previous underperformance
  • Council housing stock had high compliance with statutory safety checks
  • First contact resolution rates in customer contact had improved over the last 12 months.
• Areas that required improvement included:
  • Recycling and Waste – both the percentage of household waste collected for recycling/composting and the percentage of contaminated recycling were well below target.
  • Corporate complaints and Subject Access Requests response rates within the statutory timescale were both below target.

Members considered the report and made the following comments:

• Members queried why there was no figure for household waste collected for recycling for Quarter 1.
  • The Business Intelligence and Change Manager responded that these figures were provided by LCC and were a quarter in arrears.
    • Members requested that this be made clearer in the report.
• Members queried why the Q1 figure for subject access requests responded to within the statutory timeline was the same as the figure for Q4.
  • The Business Intelligence and Change Manager confirmed that these figures were correct and each related to three subject access requests received in each quarter.
• Members questioned why the rate for household waste collected for recycling had reduced so significantly and what the Council was doing to encourage residents to recycle.
  • The Business Intelligence and Change Manager responded that the service had given a response at Performance Monitoring Panel which related to the current waste collection model allowing for the presentation of unlimited waste which didn’t incentivise the separation or reduction of waste. The new collection model would better support this.
  • In terms of engagement on social media, the Council’s posts generally reached a wide audience but specific posts around recycling did not get the most engagement, typically below 1%. This would be fed back to the service.
  • The Leader commented that the figures seemed to be anomaly and expressed concern that LCC’s figures could be incorrect.
• Members commented that the commentary regarding the proportion of homes that did not meet the Decent Homes Standard had been cut off in the report.
  • The Business Intelligence and Change Manager would circulate this to members outside of the meeting.
• Members asked what action was being taken to fill market pitches.
  • The Leader responded that the Markets Manager now had a successful Facebook page with lots of interest and the recent good weather had increased the number of occupied market pitches.
  • He added that  ...  view the full minutes text for item 47.

To provide Cabinet with an update on progress made towards meeting the outcomes of the Social Housing (Regulation) Act 2023, including revised consumer standards (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which provided the Cabinet with an update on progress made towards meeting the outcomes of the Social Housing (Regulation) Act 2023, including revised consumer standards.

The Portfolio Holder for Strategic and Operational Housing introduced the report and highlighted the following points:

• Since receiving a C2 grading following the Regulator of Social Housing’s inspection earlier this year, several key actions had been undertaken:
  • Development of a Regulatory Improvement Plan
  • Continued delivery of the Housing Transformation Programme
  • Further analysis of last year’s Tenant Satisfaction Measures
  • Introduction of a new initiative promoting the impact of tenant engagement activity.
• The team remained focused on transparency, accountability and continuous improvement, with quarterly reports presented to track progress towards achieving a C1 grading.

Members considered the report and raised the following points:

• The Leader commented that some of the focus groups had low attendance and asked whether there was a plan in place to increase the attendance.
  • The Portfolio Holder for Strategic and Operational Housing responded that it was a case of quality over quantity, but the team were trying every approach possible to engage more tenants in the process. A lot of feedback had been received from tenants to say that they were happy so felt they didn’t have anything to add to the conversation but gradually they were getting on board with the tenant forum.
• Members requested that local ward members be made aware of when the team were out and about in their wards.
  • The Portfolio Holder for Strategic and Operational Housing noted this request.
• Members noted the increases in satisfaction and commended the hard work of the team.

DECISION:

1)    That the Regulatory Improvement Plan be approved and the progress made in addressing areas of weakness identified in the regulator of Social Housings C2 judgement of the Council against the Consumer Standards as part of its proactive regulatory inspection regime be noted.

2)    That the feedback from the Performance Monitoring Panel regarding the tenant Satisfaction Measure (TSM) Analysis scrutinised on 15 October 2025 be noted.

3)    That the Tenant Engagement Impact Assessment report be noted.

(Other options considered:

• Do Nothing – to retain progress updates through operational arrangements with the Portfolio Holder for Strategic and Operational Housing. This option is not considered to be appropriate as the Regulator of Social Housing is clear that Councillors are responsible for ensuring that the Council, in its role as a registered provider, is meeting the regulatory standards.

Reasons for decision:

·         To provide oversight, awareness, and assurance of the Councils compliance with regulatory requirements as a Social Landlord.)

Consideration was given to the report of the Assistant Director – Housing which sought Cabinet approval for the adoption of three Housing Landlord policies which supported improved service delivery, accountability and tenant wellbeing.

The Portfolio Holder for Strategic and Operational Housing introduced the report and highlighted the following points:

• Disabled Aids and Adaptations Policy
  • Outlined the approach to supporting tenants with disabilities to align with national expectations and local priorities.
  • Introduced means testing and an appeals panel with impartial tenant representatives.
• Reasonable Adjustments Policy
  • Formalised commitment to fairness and inclusion to ensure that tenants were able to access services without unnecessary barriers.
  • Detailed how reasonable adjustments would be made to meet individual needs.
• HRA Governance Framework
  • Updated document to reflect changes in partnership structure.
  • Clarified roles and responsibilities for transparency and accountability
• The three presented policies would support compliance with Regulator of Social Housing’s Consumer standards and reinforced the council’s commitment to tenant well-being, service quality and strong governance.

Members considered the report and raised the following points:

• Members queried whether there was any reason that 40% of council house residents had a limiting disability compared to 19% within the district as a whole.
  • The Portfolio Holder for Strategic and Operational Housing responded that there was currently no known reason as to why the percentage was higher, but a data analyst had recently been recruited to gain an understanding of this and how it could inform decision making.
• The Leader asked how the reasonable adjustments policy would be monitored.
  • The Portfolio Holder for Strategic and Operational Housing commented that decisions taken under the policy would be monitored by the tenant forum, housing board and internal clinics.
  • She added that complaints were analysed to determine how changes could be made to improve the service.
• Members queried whether any provision was intended to create mobility scooter storage.
  • The Portfolio Holder for Strategic and Operational Housing advised that the provision for storage currently sat with the individual.
  • The Housing Property and Repairs Manager confirmed that there were some schemes available for the storing of mobility scooters, but it depended on the suitability of the individual property to accommodate this.
  • The Portfolio Holder for Strategic and Operational Housing added that this could be topic for discussion at the tenant forum.

DECISION:

1.    That Cabinet approves:

·      The Housing Landlord Services Disabled Aids and Adaptations Policy 2025-2028.

·      The Housing Revenue Account Governance Framework: Housing Landlord Service 2025-2026

·      The Housing Landlord Services Reasonable Adjustments Policy 2025-2029

2.    That Cabinet delegates minor operational and legislative amendments to the Assistant Director for Housing in consultation with the Portfolio Holder for Strategic and Operational Housing to the Housing Landlord Services Disabled Aids and Adaptations Policy 2025-2028.

3.    That Cabinet delegates minor operational and legislative amendments to the Assistant Director for Housing in consultation with the Portfolio Holder for Strategic and Operational Housing to the Housing Revenue Account Governance Framework: Housing Landlord Service 2025-2026.

4.    That Cabinet delegates minor operational and legislative amendments to the Assistant Director for Housing in consultation  ...  view the full minutes text for item 49.

To inform Cabinet of the updated findings of housing stock condition surveys (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which provided the Cabinet with updated findings of housing stock condition surveys.

The Portfolio Holder for Strategic and Operational Housing introduced the report and highlighted the following points:

• Access had been gained to over 3,000 properties, which equated to 87.7% coverage across the district.
• The surveys assessed the lifespan of major components, identified hazards within properties and updated Energy Performance Certificates where appropriate.
• With over 80% of housing stock surveyed, this provided sufficient data to begin the production of the 30 year business plan and development of the five year asset management strategy.

Members considered the report and raised the following points:

• Members commented that a reasonably low percentage of stock had been surveyed in Holbeach compared to other areas and asked whether this could be an area of focus.
  • The Portfolio Holder for Strategic and Operational Housing responded that the focus as a whole was on getting into as many properties as possible, regardless of where they were in the district. There had been additional challenges within that particular area but a wave of additional contact with residents at properties not yet surveyed was currently being undertaken.
  • She added that the figures had significantly improved from those listed in the report which had been taken at the end of August.
  • She also noted that all sheltered housing properties had now been surveyed, with the help of the Independent Living team.
• Members commented that a significant discussion had been had at PMP, particularly in regard to the reoccurrence of damp and mould problems, but they had been reassured that officers were working hard to ensure this was limited.
  • The Portfolio Holder for Strategic and Operational Housing commented that no damp and mould case would be completed closed until a six-month assessment had been completed to help prevent reoccurrence.
  • The Housing Property and Repairs Manager added that there was currently a very small number of properties, in single figures, that had to be revisited for a damp and mould case.
• The Leader queried whether it was older houses in particular that had a problem with damp and mould.
  • The Housing Property and Repairs Manager responded that data analysis was currently being undertaken on the whole housing stick to determine themes of property age and type. Early indication had shown that there wasn’t a particular age range for damp and mould issues.
• Members questioned whether there was a common reason for not being able to access a property.
  • The Portfolio Holder for Strategic and Operational Housing advised that there were no themes, but appointments were now being offered at different times of the day to assist with this.
  • She added that there had been nervousness among sheltered housing tenants, but the Independent Living team had assisted with this.

DECISION:

That the progress on stock condition surveys be received.

(Other options considered

• Do nothing.  To not consider information presented regarding the stock condition survey findings. This option is not recommended.

Reason  ...  view the full minutes text for item 50.

To seek approval from Cabinet for a new Body Worn Video Policy for the South & East Lincolnshire Councils Partnership to ensure arrangements are compliant with our legal obligations and data protection controls (report of the Assistant Director – Regulatory enclosed).

Consideration was given to the report of the Assistant Director – Regulatory which sought approval from Cabinet for a new Body Worn Video Policy for the South & East Lincolnshire Councils Partnership to ensure arrangements were compliant with the Councils legal obligations and data protection controls.

The Portfolio Holder for Finance introduced the report on behalf of the Portfolio Holder for Corporate and Environmental Services and highlighted the following points:

• Body worn cameras were a useful tool for Officers involved in evidence gathering for enforcement and could act as a deterrent against abuse and aggression in conflict prone settings.
• Organisations using body worn cameras were required to have a policy in place to comply with regulations and regulator guidance which protected human rights and civil liberties and ensured secure data management.
• The policy would sit alongside the RIPA policy
• The policy had already been approved by Boston’s Cabinet and East Lindsey’s Executive Board.

Members considered the report and raised the following points:

• Members queried whether there was any conflict between this policy and Kingdom’s policy as a contractor.
  • The Assistant Director – Regulatory confirmed that the policies were completely separate and Kingdom as an organisation were required to have their own policy.
• Members noted some minor wording errors within section 8 of the policy.
  • The Assistant Director – Regulatory advised that this wording would be amended.

DECISION:

1)    That the report, policy, and any feedback from the Policy Development Panel be considered and, the Body Worn Video Policy be approved.

2)    That the Assistant Director – Regulatory/Senior Responsible Officer, in consultation with the Portfolio Holder, be given delegated authority to make such amendments to this policy as may from time to time be required in order to (i) reference any links or amended links to other documents as may be required; and (ii) reflect any issues over which the Council has no discretion including, but not limited to, references to any legislative changes and amended guidance. Any material amendments to the policy will be subject to the usual approval process in line with Constitution.

(Other options considered

• None

Reasons for decision:

• To ensure that Members are aware of the duties imposed on the Council by legislation and best practice guidance with regard to the use of BWV and the requirement to adopt policies, processes and procedures that are up to date, relevant and fit for purpose.
• To ensure members are informed BWV activity, policy and procedures demonstrates good governance and an organisational commitment to the obligations imposed by RIPA, Surveillance Camera Commissioner guidance and any appropriate legislation around privacy, Data Protection and Freedom of Information legislation.)

To consider revision to the Council’s current Industrial Unit Lettings Management Policy (report of the Deputy Chief Executive and Assistant Director - General Fund Assets).

Consideration was given to the report of the Assistant Director – General Funds Assets to considered revision to the Council’s current Industrial Unit Lettings Management Policy

The Portfolio Holder for Assets and Strategic Planning introduced the report and highlighted the following points:

• The policy provided strategic direction to officers, tenants and prospective tenants with regard to industrial units and lettings management.
• The policy had been revised by officers and the revised version had been considered by Policy Development Panel in September.

Members considered the report and raised the following points:

• Members queried the length of leases granted and what length of non-payment of rent would be tolerated before action was taken.
  • The Portfolio Holder for Assets and Strategic Planning responded that leases were granted for up to six years but tenancy at wills were also used to provide flexible lease timeframes.
  • He advised that he would take the question regarding action for non-payment of rent back to Officers and circulate an answer outside of the meeting.

DECISION:

1)    That the draft Industrial Unit Letting and Management Policy 2025-2030 be adopted.

2)    That the Deputy Chief Executive and the Assistant Director – General Funds Assets, in consultation with the Portfolio Holder be given delegated authority to make minor and inconsequential amendments to the policy.

(Other options considered

• Do nothing. Continue to use the existing policy - This option is not recommended.

Reasons for decision

• To strengthen the existing policy position of the Council together with adding further clarity for tenants and prospective tenants.)

Note:         (i)      No other business is permitted unless by reason of special circumstances, which shall be specified in the Minutes, the Leader is of the opinion that the item(s) should be considered as a matter of urgency. 

(ii)     Any urgent item of business that is a key decision must be dealt with in accordance with the Constitution’s Access to Information Procedure Rules.

There were none.