Agenda and minutes

To sign as a correct record the minutes of the following meetings: 

The minutes of the following meetings were agreed and signed by the Leader:

·         Cabinet – 1 April 2025

·         Special Cabinet – 6 May 2025

(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.

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To provide an update on how the Council is performing for the period 1 January 2025 to 31 March 2025  (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which provided an update on how the Council was performing for the period 1^st January 2025 to 31^st March 2025.

The Portfolio Holder for Corporate, Governance, Communications and Environmental Services presented the report.

Consideration was given to the report and the following issues were raised:

·         It was noted that at section 3 of the covering report, the Performance Monitoring Panel had requested that in relation to ‘Council run stall occupancy levels’, that trend indicator be a target rather than a trend. 

o   The Portfolio Holder commented that as an Authority, KPIs were reviewed annually and that each Portfolio Holder could assess their own areas.  The Performance Framework was considered by Full Council on an annual basis and this would be the time for any changes to be approved.

DECISION:

That the contents of the report be noted.

(Other options considered:

·         Not to monitor performance – this was not recommended;

Reasons for decision:

·         To ensure Council performance was properly scrutinised).

To provide an update on the Council’s strategic risks (report of the Assistant Director – Governance enclosed).

Consideration was given to the report of the Assistant Director – Governance which provided an update on the Council’s strategic risks.

The Portfolio Holder for Corporate, Governance, Communications and Environmental Services presented the report.

Consideration was given to the report and the following issues were raised:

·         It was noted that this was a new report, bringing Quarterly Risk reporting to Cabinet for consideration, in the same way that Quarterly Performance was reported.  As with the Quarterly Performance report being considered by Performance Monitoring Panel prior to Cabinet, the Quarterly Risk report would be presented to the Governance and Audit Committee prior to Cabinet.

·         Members commented that the information within the tables at Appendices A and B was very difficult to read due to the small font size.

DECISION:

That the contents of the report be noted.

(Other options considered:

·         Not to monitor risk – this was not recommended;

Reasons for decision:

·         To monitor delivery of governance objectives and to support future planning and decision making within the Council).

To gain member approval for the operational arrangements for SELCP delivery of Warm Homes Local Grant and Energy Advice across the Sub-Region (report of the Assistant Director – Regulatory enclosed).

Consideration was given to the report of the Assistant Director – Regulatory which requested member approval for the operational arrangements for S&ELCP delivery of Warm Homes – Local Grant and Energy Advice across the sub-region.

The Portfolio Holder for Health and Wellbeing, Conservation and Heritage and Tourism presented the report: 

·       This report sought continuation of the approach that had been deployed for the last three years to deliver energy-efficient grants across the Partnership. The latest grant round was called Warm Homes – Local Grant and had seen the Partnership awarded £5.6 million for the next three year programme;

·       The proposal was that ELDC continued to act as the lead accountable body for programme delivery having built a knowledgeable team that was experienced in delivering these grants to residents;

·       The report also sought to roll out the Home Energy Advice Service, piloted in East Lindsey over the last 18 months, into South Holland for the next two years. This would provide a hugely important source of information and advice to any resident wanting to know more about how to make their home more energy-efficient and reduce their utility costs. They were also able to offer a much wider support network for residents that needed it with links into wider social and wellbeing support services to ensure people were accessing the help and advice they needed

·       A team of four energy advice officers, supported by additional resources from the environmental charity PECT, would deliver the service alongside the mobile Energy and Retrofit Information Clinic (ERIC) which provided a showcase that could be taken into the heart of rural communities to support those particularly who may not be able to access traditional services.

·       Both of these schemes would ensure that South Holland’s residents were supported to maximise the available grant funding and wider support services available to them over the next few years.

Consideration was given to the report and the following issues were raised:

·       It was clarified that East Lindsey District Council would be administering the scheme but all three authorities within the S&ELCP would benefit from the funding.  Separate reports were being taken to SHDC and Boston Borough Council to gain approval.

·       Members asked whether Warm Homes grants to private sector landlords (as referred to in section 2.18 of the report) would be means tested.  Officers advised that a response to this question would be provided to members shortly.

·       It was clarified that all staff administering the scheme were in-house and employed by ELDC.  Staffing costs were cost-neutral as staff were funded by the grant that they administered.

·       Members asked what the definition of a Park Home was and also, if the home was moveable, what measures were in place to ensure that owners did not claim for multiple grants on the same dwelling?

o   Officers provided a broad definition of a Park Home but advised that a clearer definition would be provided to members, along with details of measures in place to ensure multiple claims could not be  ...  view the full minutes text for item 8.

To provide Cabinet with assurance on the performance of the Housing Landlord Service including compliance with the Housing Ombudsman Service Complaint Handling Code (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which provided Cabinet with assurance on the performance of the Housing Landlord Service, including compliance with the Housing Ombudsman Service Complaint Handling Code.

The Portfolio Holder for Strategic and Operational Housing presented the report which fed back from Scrutiny on:

·       Statutory compliance

·       Damp, condensation and mould

·       Responsive repairs and planned maintenance; and

·       Complaints Performance and Service Improvement (including compliance with the Housing Ombudsman Complaint Handling Code). 

The Service had maintained high levels of statutory compliance with robust processes in place to address outstanding remedial actions.

The management of damp, condensation and mould remained a key priority with additional resources deployed to support delivery.

Responsive repairs and planned maintenance services had continued to perform well. Void turnaround times remained significantly better than national averages, and investment in the housing stock continued.

The increase in complaints received during the year reflected a positive cultural shift toward transparency and tenant engagement.

Section 3 of the report summarised scrutiny’s comments.  Performance Monitoring Panel specifically requested that Cabinet was:

1)    Informed about concerns regarding the volume of 'no access' cases for damp, condensation, and mould.  While the Panel had confidence in the approach to gaining access, they were still concerned about the volume of cases and potential long term impact to the properties if the damp was not addressed.

2)      Informed of the Panel's support for ensuring that the department was adequately resourced to effectively address issues related to damp, condensation, and mould, as well as fulfilling the Council’s repair obligations as a social landlord.

Consideration was given to the report and the following issues were raised:

·       In order to comply with legislation, the Team had undertaken a huge amount of work which was commendable.  Members asked that their thanks be passed on to the Team.

DECISION:

1)    That the Housing Landlord Service’s performance against key areas be noted, accepting the report as assurance of the Service’s performance in:

·       Delivering the outcomes of the Safety & Quality standard;

·       Meeting statutory Health & Safety responsibilities

2)    That feedback from Performance Monitoring Panel regarding the year-end performance reports scrutinised on 20 May 2025 (included as appendices to the report) be noted;

3)    That the Council’s Annual Complaints Performance and Service Improvement Report for 2024/25 (Appendix 4) be approved;

4)    That the response to the Annual Complaints Performance and Service Improvement Report for 2024/25 be approved as the official response from the ‘governing body’, in accordance with the requirements of the Housing Ombudsman Service Complaint Handling Code.

(Other options considered:

·       Do nothing – to not consider information presented regarding the performance of the Service.  This option was not recommended;

·       To not consider the Council’s annual complaints performance and service improvement report.  If the Council did not complete its annual submission, a complaint handling failure order may be issued.  If the Council failed to comply with this order, a referral may be made to the governing body or Regulator of Social Housing.  This option was not recommended;

Reasons  ...  view the full minutes text for item 9.

To adopt the Tenant Engagement and Influence Strategy 2025-2027 (report of the Director of Communities enclosed).

Consideration was given to the report of the Director of Communities which requested adoption of the Tenant Engagement and Influence Strategy 2025-2027 (Appendix B).

The Portfolio Holder for Strategic and Operational Housing presented the report and explained that the strategy has been shaped through extensive tenant engagement. It began with a first round of consultation in August 2024, where tenants helped the Authority to build the initial recommendations. A second round followed in February 2025, which included an active roadshow across communities to gather even more feedback.

Officers were proud that this strategy reflected the voices of the Authority’s tenants, with over 600 tenants involved. It marked a significant step forward in ensuring tenants were not only heard but were actively shaping the services that mattered to them.

Consideration was given to the report and the following issues were raised:

·       Officer engagement with tenants in more rural areas that did not have their own community centres was highly commendable.

DECISION:

1)    That the Tenant Engagement and Influence Strategy be adopted; and

2)    That minor operational amendments to the Tenant Engagement and Influence Strategy be delegated to the Assistant Director – Housing in consultation with the Portfolio Holder for Strategic and Operational Housing.

(Other options considered:

·       Do nothing – The Council would be unable to evidence that it is meeting the outcomes of the Transparency, Influence and Accountability consumer standard and will not be able to provide a variety of mechanisms to capture and involve tenants voices and insight.  This was not the recommended option;

Reasons for decision:

·       Aa a responsible social landlord, the Council is require to have Tenant Engagement and Influence mechanisms in place to provide tenants with meaningful opportunities to get involved with and scrutinise the Housing Landlord Service.  This is not only essential for meeting legal obligations set out by the Regulator of Social Housing but also crucial for ensuring tenants receive services that suite their needs and aspirations).

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 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 presented the report.

Members were aware that the Council had been notified by the Regulator of Social Housing on 3 February of a programmed inspection.  While the Housing Transformation Team has focussed most of its time over the last quarter on supporting the service during the inspection, transformation progress included:

·       Implementing a new approach to rent review letters, tailored to tenants’ preferred communication methods.

·       Appointing a Housing Service Insight and Improvement Lead, a Tenant Engagement Lead, and an ASB Lead Officer.

·       Presenting year-end reports on complaints, tenant satisfaction, compliance, repairs, and damp and mould to Scrutiny.

·       Completing over 70% of stock condition surveys and securing £5.7 million funding to improve energy efficiency of HRA properties

·       Drafting and consulting tenants on an ASB Framework.

Quarterly updates would continue, and a further report would be brought to Cabinet following the Regulator’s grading, expected in July. 

Consideration was given to the report and the following issues were raised:

·       Members commented that the information shown within paragraphs 2.6 and 2.7 of the report reflected SHDC in a very good light and congratulated officers for the work that they had undertaken.

DECISION:

That the work underway towards delivering the outcomes of the consumer standards, and the progress made towards aligning services with the new regulatory regime 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 was not considered to be appropriate as the Regulator of Social Housing was clear that Councillors were responsible for ensuring that the Council, in its role as a registered provider, was meeting the regulatory standards set;

Reasons for decision:

·       To provide updated information regarding ongoing work towards meeting the outcomes of the consumer standards).

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.

End 19.02