Agenda and minutes

To sign as a correct record the minutes of the 25 July 2023 Policy Development Panel meeting.

Consideration was given to the minutes of the Policy Development Panel meeting held on 25 July 2023.

AGREED:

That the minutes be signed by the Chairman as a correct record.

An update on actions which arose at the 25 July 2023 Policy Development Panel meeting and the tracking of previous outstanding actions.

Consideration was given to the update on actions which arose at the 25 July 2023 Policy Development Panel meeting.

AGREED:

That the update to the 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.

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

There were none.

There were none.

Consideration was given to the Key Decision Plan dated 29 September 2023.

AGREED:

That the Key Decision Plan dated 29 September 2023 be noted.

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

The Panel gave consideration to the SHDC Policy Register and the S&ELCP Policy Register.

The Business Intelligence and Change Manager introduced the report by giving an update on items that were due for review:

• The following policies were to be presented at the current meeting:
  • Freedom of Information and Environmental Information Regulations Policy;
  • Housing Allocations and Letting Policy;
• The Unreasonable Behaviour and Vexatious Requests Policy was scheduled to come to the 12 December 2023 Policy Development Panel meeting;
• The first annual review of the following policies would also come forward to the 12 December 2023 meeting:
  • Graffiti and Street Art Management Policy; and
  • Sustainable Products Policy.
• The Corporate Plan had been presented at a meeting of the Joint Performance Monitoring Panel and Policy Development Panel which had preceded the current meeting;
• With the agreement of the Chairman, the Taxi Licensing Policy would be reviewed by the Licensing Panel on 1 November 2023;
• The Anti-Social Behaviour Policy was incorrectly stated as being due for review in November 2023. This had been corrected to November 2024; and.
• The South and East Lincolnshire Community Safety Strategy review date would be amended to reflect an agreed three-year review cycle.

Members considered the update and made the following comments:

• Members asked if partnership alignment of aspects of the Constitution would impact policy reviews and whether a schedule was known for the alignment exercise.
  • The Assistant Director – Corporate stated that a phased Constitutional review was due to take place by the Assistant Director – Governance early in 2024. The ambition was to seek alignment where possible, but each council would remain sovereign and retain its own Constitution.

AGREED:

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

To present a draft updated Freedom of Information and Environmental Information Regulations Policy for the Council and seek feedback from the Committee (report of the Assistant Director – Governance enclosed).

Consideration was given to the report of the Assistant Director - Governance (Monitoring Officer) which asked the Policy Development Panel to provide feedback on the draft updated Freedom of Information (FOI) and Environmental Information Regulations (EIR) Policy.

The Scrutiny and Policy Officer introduced the report and outlined the following main points:

• The FOI policies of South Holland District Council (SHDC) and East Lindsey District Council (ELDC) had been reviewed and a single updated policy would be aligned across all three authorities of the partnership;
• The policy incorporated both FOI and EIR for the first time due to similarities of the processing of information requests under both policies;
• The draft FOI and EIR Policy was detailed at Appendix A;
• The policy document contained live weblinks to the latest version of the policy on the council website. This approach negated the need to republish a new policy document each time legislation or processes were amended;
• Adoption of the policy ensured that the partnership complied with all statutory requirements; and
• During scrutiny of the policy at Boston Borough Council (BBC), it was suggested that the charging formula for requested information be clarified. Most requests were free of charge however a charge would only be incurred if the work involved to provide the response was calculated at £450 or more. Suggested wording included the insertion of links to relevant pages of the website of the Information Commissioners Office.

Members considered the report and made the following comments:

• Members referred to the approach of including links to legislative information within the document (rather than producing a revised policy document at each change) and sought reassurance that officers and relevant members would respond to legislative changes.
  • The Scrutiny and Policy Officer responded that:
    • The use of links ensured that the most current version of legislation was available; and
    • The Information Governance Manager was responsible for the Council’s compliance to the legislation – this was a statutory role.

• Members asked which agencies frequently made FOI requests:
  • The Scrutiny and Policy Officer responded that:
    • Since April 2023, SHDC had received 285 FOI requests;
    • The following SHDC departments received the most FOI requests: Revenue and Benefits, Housing, Planning, and Licensing.
    • FOI requests were made by both individuals and organisations;
    • When responding, the council ensured that sensitive personal information was redacted;
    • The majority of FOI request were free of charge as they fell below the charging threshold; and
    • The Publication Scheme on the SHDC website would be updated to include a ‘regularly requested information’ section which aimed to achieve transparency and provide information.

• Members debated the benefit and drawback of including a link within the policy to ‘Frequently Asked Questions’ (FAQs). FAQs were accessible via the ‘Publication Scheme’ link which had been included at page 3 of the policy, however some members felt this was unclear. Other members stated that the purpose of a policy document was to outline the purpose and delivery of the policy and that inclusion of links within a policy document posed a risk should the  ...  view the full minutes text for item 22.

To consider adoption of the policy and enable eligible clients to be more consistently assisted across the South and East Lincolnshire Councils Partnership (report of the Assistant Director – Wellbeing and Community Leadership enclosed).

Consideration was given to the report of Assistant Director – Wellbeing and Community Leadership which asked the Policy Development Panel to consider adoption of the policy and enable eligible clients to be more consistently assisted across the South and East Lincolnshire Councils Partnership.

The Affordable and Accessible Homes Service Manager and the Healthy and Accessible Homes (Housing) Lead were in attendance for the item.

The Healthy and Accessible Homes (Housing) Lead introduced the report and highlighted the following main points:

• The Lincolnshire Discretionary Housing Financial Assistance Policy was a new policy which would be adopted across all Lincolnshire district councils;
• The policy had been developed as part of the Lincolnshire Homes for Independence blueprint and the Housing Health and Care Delivery Plan;
• The policy was to be presented to all three authorities of the S&ELCP prior to adoption by respective Executives and Cabinets;
• The purpose of the Lincolnshire Discretionary Housing Financial Assistance Policy was to provide financial assistance in order to keep properties in a good condition.
• The policy included conditions under which assistance would be granted;
• The Lincolnshire Discretionary Housing Financial Assistance was at Appendix A.
• The Lincolnshire Discretionary Housing Financial Assistance explanatory notes were at Appendix B; and
• Superseded policy provisions for discretionary assistance was outlined at Appendix C.

Members considered the report and made the following comments:

• Members welcomed the policy which was greatly needed within the current economic climate;
• Members acknowledged the huge amount of work that had been undertaken in the production of the policy;
• Members asked whether adaptations to properties for tenants were made prior to a build. Did the policy include changes to approved plans.
  • The Affordable and Accessible Homes Service Manager clarified that the policy was aimed primarily at owner-occupiers rather than tenants, who did not have the financial means to maintain appropriate housing conditions for their needs.
• Members asked whether the size of grants considered inflationary increases in the cost of labour and materials. Would this be reviewed annually?
  • The Affordable and Accessible Homes Service Manager confirmed that:
    • The allowance for cost of works had been increased in the policy; and
    • Ongoing inflationary increases had not been included however this would be kept under review.

AGREED:

That following consideration of the Lincolnshire Discretionary Housing Financial Assistance Policy by the Policy Development Panel, the comments of the Panel be noted prior to presentation of the policy at Cabinet.

To propose changes to the policy (report of the Assistant Director – Corporate enclosed).

Consideration was given to the report of the Assistant Director – Corporate which proposed changes to the Travel and Expenses Policy.

The Insights and Transformation Group Manager introduced the report which detailed the proposed changes to the Travel and Expenses Policy for Officers of the Council. The following points were highlighted:

• The revised policy was detailed at Appendix A;
• The proposed change was the removal of the application of the Essential Car User allowance from the policy;
• Additional means of supporting colleagues to access a vehicle to carry out their duties, such as car loans and a salary sacrifice scheme, had been introduced;
• The purpose was not driven by an ambition for savings however it was anticipated that some savings would be made;
• Unions had been consulted but the Council had not received any objections to the changes; and
• The change would ensure alignment of policy across the partnership.

Members considered the report and made the following comments:

• Members referred to point 1.9 of the report and queried why a mileage rate for electric cars was not stated - a rate for a vehicle cubic capacity range of between 0 – 450 needed to be included. In addition, why did the Council pay a higher rate larger, less efficient cars. Officers should be encouraged to drive more efficient vehicles.
  • The Assistant Director – Corporate responded that:
    • Electric vehicles were subject to the 46.9p mileage rate;
    • The Council encouraged low emissions through the introduction of a salary sacrifice scheme which incentivised efficient vehicles; and
    • The suggestion of an additional 0 – 450 cc range would be discussed with Human Resources.

AGREED:

That after consideration of the proposed policy change, the comments of the Policy Development Panel be noted.

To consider the adoption of changes following a review of the existing Housing Allocations policy (report of the Assistant Director – Housing enclosed).

Members considered the report of the Assistant Director – Housing which asked members to consider the adoption of changes following a review of the existing Housing Allocations Policy.

The Assistant Director - Housing introduced the report and raised the following main points:

• Proposed amendments to the existing Housing Allocations Policy 2021 considered major changes within the meaning of the Housing Act 1996;
• Following scrutiny of the proposed policy changes at the current meeting, a formal consultation would take place before the final version was considered by Cabinet in January;
• The policy would remain under review and be regularly updated as appropriate;
• The key updates to the Housing Allocations Policy were outlined at point 2.2 of the report;
• The Housing Allocations Policy 2023 was detailed at Appendix A;
• The proposed amendments to the Housing Allocations Policy were highlighted at Appendix B;
• At the time of the report, 628 applicants were on the Housing Register, within the following bands:
  • 24 applicants were within the emergency band;
  • 71 applicants were within the urgent band;
  • 244 applicants were within the high band; and
  • 289 applicants were within the identified housing need band.

Members considered the proposed changes to the Housing Allocations Policy and made the following comments:

Members referred to the ‘emergency’ band where one offer of accommodation in the district would be made to applicants, and queried the following:

• Who decided which cases were deemed to be an emergency;
• Were applicants consulted about the offer – there was a need for the council to be supportive; and
• What period of notice was given to applicants.
  • The Assistant Director – Housing responded that:

§  The Housing Allocation Team were aware of all information regarding each application and therefore the priority need of cases was assessed according to individual circumstances;

§  One offer would be made in liaison with the applicant however this could be reviewed if any factors had been overlooked; and

§  A reasonable notice period, assessed on a case-by-case basis, was given to applicants – for example, those moving from a hotel could move more quickly than those moving from a property.

·       Members referred to proposed changes to the ‘overcrowding priority’ noted at point 2.2 of the report and expressed concern regarding how ‘overcrowding’ was defined and assessed. In particular, it was important that the nature and severity of overcrowding was individually established during priority assessments.

o   The Assistant Director – Housing responded that:

§  A statutory overcrowding assessment would be undertaken to establish need. Where overcrowding was established, such cases were moved to band 1. This mechanism remained unchanged from the existing policy;

§  The overcrowding priority considered additional vulnerabilities such as welfare and medical needs, rather than being solely based on bedroom requirements, and aimed to balance the increased homelessness pressures faced by the authority whilst ensuring a fair allocation of accommodation; and

§  Members comments regarding the need for clarification and expansion of the ‘overcrowding’ definition was noted.

·        Members asked the following questions regarding accessibility needs of residents and  ...  view the full minutes text for item 25.

To set out the Work Programme of the Policy Development Panel; to request items for consideration for inclusion; and to seek members’ input into the development of a Street Scene Task Group (report of the Assistant Director – Governance enclosed).

The Panel considered a report by the Interim Assistant Director – Governance (Monitoring Officer) which set out the Work Programme of the Policy Development Panel.

The Democratic Services Officer introduced the report and outlined the following main points:

Appendix A set out the dates of future Panel meetings along with proposed items for consideration. The programme included policies that were either due for review or were undertaking their first annual review, as discussed at agenda item 9 (SHDC Policy Register and S&ELCP Policy Register).

Appendix B set out the Task Groups that had been identified by the Panel.

Following discussions at the 25 July 2023 Policy Development Panel meeting, the report asked Panel members to consider whether they wished to set up a Street Scene Task Group.

The Chairman gave the following update to the Panel in respect of the breadth of a potential Street Scene Task Group:

• At the last meeting, the Panel had identified a potential Planning Policy focus for the task group however upon subsequent discussion the subject was deemed to have a broader reach which needed to incorporate other service areas;
• Some strategic improvement work had recently taken place in Spalding Town Centre which a task group could work with / learn from for the benefit of the district; 
• If the Panel wished to establish the task group, it was suggested that the lead officer responsible for the Spalding Town Centre improvements, the Assistant Director – Strategic Growth and Development, be invited to the first meeting in order to share the progress and plans for Spalding Town Centre. This would assist with the formation of a district-wide scope for the new task group and remove any duplication of proposed work;
• Members were requested to express their interest in joining the task group. Five members volunteered and membership of the Street Scene Task Group was confirmed as Councillors: Ashby, Gearney, J Le Sage, Whitbourn and Woolf.

AGREED:

a)    That the Policy Development Panel Work Programme 2023/2024 be noted; and

b)    That a Street Scene Task Group be formed with membership as stated.

The Chairman asked members’ opinion, by way of a vote, on the relocation of future Policy Development Panel meetings from the Council Chamber to Meeting Room 1.

AGREED:

That future Policy Development Panel meetings be held in Meeting Room 1.