Agenda and minutes

To sign as a correct record the minutes of the 22 April 2025 Policy Development Panel meeting (enclosed).

AGREED:

That the minutes of the Policy Development Panel meeting held on 22 April 2025 be signed by the Chairman as a correct record.

An update on actions that arose at the 22 April 2025 Policy Development Panel meeting and the tracking of outstanding actions (enclosed).

Consideration was given to the update on actions which arose at the 22 April 2025 Policy Development Panel meeting and the tracking of outstanding actions.

AGREED:

That the update regarding 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.

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To consider responses of the Cabinet to reports of the Panel. 

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To note the current Key Decision Plan (enclosed).

Consideration was given to the Key Decision Plan dated 13 June 2025.

• Members asked whether the committee had received sight of the upcoming changes to the waste service.
  • The Chairman responded that members had received distinct briefings on the matter. After a decision had been made at the upcoming Cabinet meeting, relevant reports in respect of new policies would come through the Policy Development Panel as and when appropriate.

AGREED:

That the Key Decision Plan be noted.

To note the SHDC Policy Register and the S&ELCP Policy Register (enclosed).

Consideration was given to the SHDC Policy Register and the S&ELCP Policy Register.

The Business Intelligence and Change Manager introduced the registers and highlighted that:

• The following three overdue policies were due to come forward to the 23 September 2025 Policy Development Panel meeting: The Pension Discretions Policy, the Data Protection Policy and the Industrial Units Letting Policy; and
• Several policies were due to come forward to the 23 September 2025 Policy Development Panel meeting. Work would be undertaken with officers to confirm scheduling arrangements for this meeting.

Members considered the update and made the following comments:

• Members raised concerns about delays in reviewing the Pension Discretions Policy and asked whether this was due to an actuarial review. Clarification was sought on whether ill-health retirement costs would be borne by the fund or the council.

AGREED:

That the SHDC Policy Register and the S&ELCP Policy Register be noted.

To consider the draft Statement of Licensing Policy as part of the consultation process (report of the Assistant Director – Regulatory enclosed).

Consideration was given to the report of the Assistant Director – Regulatory which asked the Policy Development Panel to consider the draft Statement of Licensing Policy as part of the consultation process.

The Public Protection Manager, the Licensing Team Leader and the Portfolio Holder for Public Protection were in attendance for this item.

The Public Protection Manager introduced the report to members. The Policy Development Panel was being consulted as part of the open consultation process.

Proposed material changes to the existing policy were summarised at point 2.1.2 of the covering report.

The  Draft Statement of Licensing Policy 2025-2030 was at Appendix 1 which included details of the following areas:

·         Introduction and the South Holland District;

·         Background, including the purpose and scope of the Licensing Policy;

·         The integration of other guidance, policies and legislation;

·         Promotion of Licensing objectives;

·         General Licensing principles;

·         Applications;

·         Cumulative impact;

·         Sexual entertainment venues;

·         Enforcement reviews, closure orders and appeals,

·         Information regarding the following areas was appended to the document:

o   Delegation of functions;

o   Responsible authorities; and

o   Public Space Protection Order (PSPO).

Members considered the report and made the following comments:

·         Members queried the level of visibility into premises and debated the suggested 50 per cent of window space that should remain unobstructed. The Business Frontage Task Group had debated this issue and felt that a maximum of 30 per cent of window space be covered. Supplementary guidance was needed for businesses and to ensure consistent working methods across council departments.

o   The Public Protection Manager responded that:

§  The policy applied solely to licenced premises;

§  The policy conditions could not be retrospectively applied to established licenced businesses but could be considered where a licence review was being undertaken; 

§  New businesses would be encouraged to include policy aspects within their operating schedules and therefore leading to inclusion within licence conditions; and

§  Enforcement could only relate to a licensing objective, such as prevention of crime and disorder, and be in connection with a licensing activity.  

o   The Licensing Team Leader added that the purpose of the advisory notice in respect of window visibility was to act as a mechanism for the police should any representation to a licence application need to be reinforced. The role of Licensing was not to provide specifications to businesses for reasons of aesthetics.

o   The Portfolio Holder for Public Protection added that the requirement to ensure a clear view into premises would serve to improve the street scene as well as giving weight to the police if required. 

·         Members referred to the PSPO and queried whether sufficient enforcement resources were in place.

o   The Public Protection Manager responded that the police acted as the lead agency for PSPO enforcement, and that consultation of the policy had taken place with all responsible authorities;

o   The Licensing Team Leader added that the police were proactive in their activities and would review a licence where a pattern of non-compliance emerged.

AGREED:

That the draft Statement of Licensing Policy be noted.

To advise Members of a new Body Worn Video Policy across the South & East Lincolnshire Councils Partnership to ensure arrangements across the Partnership provide assurance that our legal obligations and all data protection controls are effectively managed and to consider the (BWV) Policy prior to approval at Cabinet (report of the Assistant Director – Regulatory enclosed).

Consideration was given to the report of the Assistant Director – Regulatory which advised members of a new Body Worn Video Policy across the South and East Lincolnshire Councils Partnership to ensure arrangements across the Partnership provided assurance that legal obligations and data protection controls were effectively managed, and that the per cent  policy had been considered prior to approval at Cabinet.

The Community Safety Manager and the Assistant Director – Regulatory attended for this item.

The Community Safety Manager introduced the report to members which included that.

• The new policy (at Appendix A) ensured that the operational use of Body Worn Video (BWV) cameras was lawful, proportionate, legitimate and necessary; and
• The policy set out roles, responsibilities and procedures to follow for collecting, downloading, processing and presenting video evidence whilst ensuring devices were reasonably and proportionately utilised and that content was processed appropriately.

Members considered the report and made the following comments:

• Members queried whether BWV recording was on a constant loop.
  • The Community Safety Manager responded that:
    • Appropriate justification was required to commence a BWV recording which could only be undertaken by trained officers;
    • An announcement was required when the recording was to commence;
    • Rules were in place as to the usage of the data;
    • The data was encrypted and could only be transferred to and therefore accessible by the Boston CCTV suite through the utilisation of the associated docking station.

• Members queried what had prompted the policy and the current extent of usage.
  • The Community Safety Manager responded that:
    • An audit had highlighted the need for a policy to be in place to utilise the BWV technology and to adhere to data protection regulations;
    • Utilisation of BWV so far had been limited to a single Community Warden however demand across a broader range of front-facing departments was becoming evident. Both Boston and East Lindsey were utilising six cameras at their respective authorities;
    • External funding was being sought to support the purchase of an increased number of BWV cameras and docking station for South Holland which in turn promoted a consistency of processes and data management across the partnership;
    • Relevant training was required prior to use;
    • Kingdom staff were obliged to meet the same standards as SHDC staff.
  • The Assistant Director – Regulatory added that:
    • The BWV cameras gave the council a better standard of evidence to act upon and served as a deterrent to certain behaviour in some cases; and
    • Health and safety risk assessments would be undertaken regarding the roll-out of BWV cameras to appropriate staff however the choice to wear the BWV cameras remained with officers.

• Members expressed concern in respect of the filming of children and language barriers during activation.
  • The Community Safety Manager responded that all and any recording needed to be proportionate. Although bystanders could be captured in the footage, the processing of the data ensured that safeguarding was in place.

• Members requested that the policy was explicit in that it only applied to council-owned BWV cameras.
  • The Community Safety Manager confirmed  ...  view the full minutes text for item 22.

To seek Policy Development Panel’s views on the proposed HR policies prior to report to Council (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate, which sought the Policy Development Panel’s views on the proposed HR policies prior to report to Council.

The Group Manager – Organisational Development and the HR Manager – Operations (PSPS) attended in person for this item, and the Assistant Director – Corporate attended virtually. 

The Group Manager – Organisation Development introduced the report to members and highlighted that:

• The policies covered within the report were outlined at point 2.4;
• In respect of new policies:
  • The Drugs and Alcohol Policy was at Appendix A;
  • The Menopause Policy was at Appendix B;
  • The Shared Officer Job Evaluation Scheme was at Appendix C;
  • The Family Leave Policy was at Appendix D;
• In respect of existing policies:
  • The Disciplinary Policy was at Appendix E;
  • The Adverse Weather Policy was at Appendix F; and
  • The Volunteer Policy was at Appendix G.

Members considered the report and made the following comments:

• Members queried that drug and alcohol testing could only be undertaken with the written consent of the employee.
  • The Group Manager – Organisation Development responded that consent was necessary however any resistance to engage could result in further action available to the council as an employer.

• Members referred to the Menopause Policy and were unclear who the policy referred to.
  • The Group Manager – Organisation Development agreed to include a glossary of terms.

AGREED:

a)    That the review of HR Policies be noted; and

b)    That a glossary of terms be added in respect of the Menopause Policy.

To seek views on the Partnership Equality, Diversity and Inclusion Strategy (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which sought views on the Partnership Equality, Diversity and Inclusion Strategy.

The Group Manager – Organisational Development introduced the report to members which outlined that:

• The Equality, Diversity and Inclusion Strategy, at Appendix A, had been developed following extensive consultation as a key recommendation from the Local Government Association Peer Challenge process;
• The strategy sought to develop service provision to ensure services were accessible for all;
• The four key objectives of the strategy were outlined at point 2.3 of the report; and
• A high-level Action Plan was included at Appendix B.

Members considered the report and made the following comments:

• Members referred to point 2.3 of Appendix B to ‘increase the diversity of the Senior Leadership Team’ and queried how this would be fairly achieved.
  • The Group Manager – Organisational Development responded that the action plan would be followed when a position became vacant. Whilst a meritocratic recruitment process prevailed, the action plan would place a focus on inclusive recruitment methods including advertising methods and wording.

• Members referred to the Census Data appended to Appendix A and noted that 56.3% of the population were in employment and 27.4 % retired. Members wished to be advised of the percentage in full-time education.
  • The Group Manager – Organisational Development would investigate and respond after the meeting.

AGREED:

That following consideration of the Equality, Diversity and Inclusion Strategy and Action Plan at Appendices A and B, the comments of the Policy Development panel be noted.

To set out the Work Programme of the Policy Development Panel (report of the Assistant Director – Governance enclosed).

Consideration was given to the report of the Assistant Director – Governance with set out the work programme of the Policy Development Panel.

The Chairman introduced the report to members.

• Appendix A listed the scheduled meetings for 2025/26 with expected items populated against each meeting. A number of items for the 23 September 2025 meeting were in the process of being confirmed;

• Appendix B outlined the task groups of the Panel. As there were no current task groups running, the Chairman asked members to consider any meaningful topics that would benefit from the investigatory work of a task group; and

• The Special Joint Performance Monitoring Panel and Policy Development Panel arranged for 15 July 2025 had been cancelled and replaced by an informal member workshop.

Members considered the report and made the following comments:

• Members suggested a new task group exploring Local Government Re-organisation (LGR). Some members queried whether a task group could influence policy in respect of LGR.
  • The Chairman agreed that the subject warranted investigation, that the topic be added as a task group to the Work Programme and that members be appointed to the task group at or before the 25 November 2025 Policy Development Panel meeting.

AGREED:

That the work programme of the Policy Development Panel be noted.

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