Items
No. |
Item |
28. |
Minutes PDF 220 KB
To sign as a correct record the
minutes of the following meetings (copies enclosed):
Additional documents:
Minutes:
AGREED:
That the minutes of the
following meetings be signed by the Chairman as a correct
record:
a)
Joint Performance Monitoring Panel and Policy
Development Panel meeting held on 25 July 2023;
b)
Joint Performance Monitoring Panel and Policy
Development Panel meeting held on 11 October 2023; and
c)
Policy Development Panel meeting held on 11 October
2023.
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29. |
Actions PDF 171 KB
An update on actions which
arose at the 11 October 2023 Policy Development Panel meeting and
the tracking of outstanding actions (enclosed).
Minutes:
Consideration was given to the update on
actions which arose at the 11 October 2023 Policy Development Panel
meeting.
AGREED:
That the update to the actions be noted.
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30. |
Declaration of Interests.
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.
Minutes:
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31. |
Questions asked under Standing Order 6
Minutes:
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32. |
Tracking of recommendations
To consider responses of the
Cabinet reports of the Panel.
Minutes:
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33. |
Items referred from the Performance Monitoring Panel
Minutes:
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34. |
Key Decision Plan PDF 236 KB
To note the current Key
Decision Plan (copy enclosed).
Minutes:
Consideration was given to the Key Decision
Plan dated 4 December 2023
AGREED:
That the Key Decision Plan be noted.
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35. |
SHDC Policy Register and S&ELCP Policy Register PDF 86 KB
To note the SHDC Policy
Register and the S&ELCP Policy Register (copies
enclosed).
Additional documents:
Minutes:
The Panel gave consideration to the SHDC
Policy Register and S&ELCP Policy Register.
The Business Intelligence and Change Manager
introduced the report and gave the following update:
- All outstanding policy reviews were
on track, and were scheduled for the current meeting or the Policy
Development Panel meeting being held on 6 February 2024; and
- Members were asked their views on
whether they wished to scrutinise the partnership Health and Safety
Policy. Due to the policy being statutory in nature, with little
room for member influence, it was suggested that the policy follow
the same governance process as at BBC and ELDC where it would be
presented directly to the Leader and Chief Executive for approval.
- Members wished to follow established
SHDC practices and agreed that the Health and Safety Policy be
considered by the Policy Development Panel.
- Members considered the merging of
the SHDC and S&ELCP Policy Registers however this was
discounted on the grounds of clarity.
AGREED:
That the SHDC Policy Register and the
S&ELCP Policy Register be noted.
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36. |
Sustainable Products Policy - Review One Year Post Adoption PDF 208 KB
To review progress and ensure
the new policy is achieving its intended aims (report of the
Climate Change and Environment Officer enclosed).
Additional documents:
Minutes:
Consideration was given to the report of the
Climate Change and Environment Officer which asked the Panel to
review progress and ensure that the policy achieved its intended
aims.
The report was introduced by the Climate
Change and Environment Officer and the following points were
highlighted:
- The policy included the commitment
of the S&ELCP to discontinue the procurement of single use
products within internal operations as far as possible;
- The Performance Monitoring Panel had
previously provided input to a Monitoring Measures Action Plan
which was now in place and detailed at Appendix A;
- The Climate Change and Environment
Officer and the Head of Procurement and Contracts shared knowledge
and information to assist with the embedding of the policy within
partnership practices;
- A physical audit at the SHDC Priory
Road offices and the West Marsh Road depot facility had been
undertaken which had highlighted a number of efficiency measures
that were already in place. Recommendations included a central
approach to procurement with a reduced reliance on Amazon and
P-cards;
- A frequently used suppliers list had
been developed which enabled the identification of sustainability
and efficiency improvements; and
- The monitoring plan and review
processes had demonstrated that the policy was fit for purpose and
on track to deliver its aims.
Members considered the report and made the
following comments:
- Members stated the importance of
utilising local suppliers.
- Members asked whether local
stationery providers had been identified;
- The Climate Change and Environment
Officer responded that:
- The majority of stationery orders
were currently provided through Amazon;
- Local suppliers had been identified
and the localism aspect of the policy would form part of the
supplier assessment; and
- A cost/benefit analysis needed to be
considered on a case-by-case basis;
- Members queried the reduction of
single use plastic achieved over the previous year.
- The Climate Change and Environment
Officer responded that monitoring was in the early stages and the
data would be available in 12 months’ time.
- Members referred to the Monitoring
Measures Action Plan at Appendix A and noted that
‘costs’ were stated as being within existing budgets.
Were financial savings anticipated?
- The Climate Change and Environment
Officer confirmed that the aim was to achieve financial savings
rather than incur additional costs; and
- The Assistant Director –
Regulatory stated that the policy was being delivered within
existing budgets. The policy aimed to identify opportunities which
delivered both carbon and financial savings across the
partnership.
- Members queried whether suppliers
were subject to environmental impact scrutiny.
- The Climate Change and Environment
Officer stated that
a new IT system
within the Procurement Team collected information relating to
supplier accreditations and environmental commitments which would
assist with procurement assessments in terms of social value
credentials.
- Members stated that the policy had
been tested and was fit for purpose and therefore future updates to
the Policy Development Panel need only be programmed as part of the
normal review cycle. Members agreed that review of the
policy’s performance be indicated
to the Performance Monitoring Panel.
AGREED:
After consideration of the Sustainable ...
view the full minutes text for item 36.
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37. |
Mobile Homes and Caravan Site Licensing and Fee Policy PDF 231 KB
To provide an update on the
Mobile Homes and Caravan Site Licensing and Fee Policy (report of
the Assistant Director – Wellbeing and Community Leadership
enclosed).
Additional documents:
Minutes:
Consideration was given to the report of the
Assistant Director – Wellbeing and Community Leadership which
provided an update on the Mobile Homes and Caravan Site Licensing
and Fee Policy.
The report was introduced by the Service
Manager - Safer Communities and the following main points were
highlighted:
- The report outlined activities
carried out by the Council in relation to the Mobile Homes and Caravan Site Licensing and Fee
Policy; and
- An
update to the policy was presented to the Panel and detailed at
Appendix A; a minor change to the policy was highlighted at point
3.1.
Members considered the update and made the
following comments.
- Members referred to point 2.1 of
Appendix A and asked under which circumstances fees applied. The
consistency of fee levels for different cases was also queried:
- The Service Manager - Safer
Communities responded that:
- Where a local authority owned a
site, it was not appropriate for charges to apply;
- Local authorities had the power to
waive fees for charitable organisations;
- A standardised approach to fees
applied for licensed activities; and
- The application fee was separate to
the Planning fee.
- Members asked whether any caravan
sites were used to accommodate homeless people.
- The Assistant Director –
Wellbeing and Community Leadership confirmed that this was not the
case.
- Members noted that some caravan
sites were below sea level and asked whether flood warnings were in
place for residents.
- The Service Manager - Safer
Communities confirmed that sirens were in place and
residents/holidaymakers were encouraged to register for Flood
Watch.
- Members referred to point 5.6 of
Appendix A and queried the accuracy of the dates stated during
which time applications needed to be submitted.
- The Service Manager - Safer
Communities confirmed that applications could be made at any time
of the year and the point would be amended to reflect this.
- Members referred to point 5.9 of
Appendix A and sought clarification on the type of background
checks undertaken.
- The Service Manager - Safer
Communities responded that applicants were required to pass the
‘fit and proper person’ checks. This did not relate to
an applicant’s employability unless employment related fraud
had been committed.
- Members asked whether a licence
application could be in joint names and therefore require more than
one ‘fit and proper person’ check.
- The Service Manager - Safer
Communities responded that whilst a single site licence was
required, where a legitimate business or personal connection was
established, the application could include multiple
individuals.
- Members queried whether DBS checks
would be a cheaper option.
- The Service Manager - Safer
Communities confirmed that a basic DBS check was carried out as
part of the required wider checks.
- Members noted that 50 registered
sites required an annual inspection and asked whether the
designated inspection resource, of one staff member, was adequate
to ensure the work could be completed.
- The Assistant Director - Wellbeing
and Community Leadership stated that:
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38. |
Graffiti and Street Art Management Policy 2022 PDF 268 KB
To consider the outcome of the
policy implementation phase of the Graffiti and Street Art
Management Policy 2022 to establish Street Art in South Holland to
provide safe and welcoming public spaces for our local communities
(report of the Deputy Chief Executive – Communities
enclosed).
Additional documents:
Minutes:
Consideration was given to the report of the
Deputy Chief Executive - Communities which asked the Panel to
consider the outcome of the implementation phase of the Graffiti
and Street Art Management Policy 2022 to establish Street Art in
South Holland to provide safe and welcoming public spaces for our
local communities
The Assistant Director – Leisure and
Culture presented the report to the Panel which included the
following areas:
- Background to the report and
formation of the policy;
- Corporate Plan priorities supported
by the policy;
- An outline of the content and
structure of the Graffiti and Street Art Management Policy
2022.
- Piloting phase of the policy;
- Policy implementation and next
steps;
- Appendix A detailed the full policy;
and
- Street Art ‘Bloc’
Concept Designs and Project Artwork images were presented at
Appendix B.
Members considered the update and made the
following comments:
- Members thanked the Assistant
Director – Leisure and Culture for the update.
- Members stated that concerns had
been expressed in terms of the restriction of artwork which would
be permitted under the policy and queried the level of demand
following implementation.
- The Assistant Director –
Leisure and Culture responded:
- That the policy had achieved its
aims and had worked well;
- Positive project outcomes had arisen
when the agreed concept and final artwork themes were aligned;
- The perception of street art was
subjective however ongoing work had evidenced that there was a
place for the artform; and
- Future street art opportunities
would be explored as part of the National Portfolio Organisation
(NPO) project which focussed on ‘heritage’ and
‘place’ and would enable creative expression.
- Members asked whether communities
across the district had engaged with street art opportunities; and
queried the time period that current artwork would remain in place.
- The Assistant Director –
Leisure and Culture responded that:
- The current street art would remain
in place however a space for changing public street art could be
considered; and
- Whilst the current demand for street
art was unknown, the partnership organisation, Transported Art,
would be engaging with schools across the district to assess
demand.
- Members stated that the policy had
been thoroughly and successfully tested during the skatepark art
project where three concepts had been accepted by SHDC. The
Strategic and Operational Property Manager and the Assistant
Director – Leisure and Culture were praised for their
involvement and assistance with the project.
- Members asked whether any additional
art or vandalism had occurred at the skatepark street art site.
- A member responded that graffiti had
been minimal, and that young people had been respectful of the site
and of the street artists who were held in high regard. Social
media feedback regarding the site had been positive;
- The Assistant Director –
Leisure and Culture responded that:
- Whilst graffiti was a risk,
engagement and education through schools was taking place;
- Public art around the district, such
as mosaics, had been valued and respected; and
- The policy supported remedial action
should issues arise.
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39. |
Derelict and Untidy Sites Policy update PDF 234 KB
To update on the progress of
the Derelict and Untidy Sites Policy (report of the Assistant
Director – General Fund Assets enclosed).
Minutes:
Consideration was given to the
report of the Assistant Director – General Fund Assets which
updated the Policy Development Panel on the progress of the
Derelict and Untidy Sites Policy
The Strategic Operational and
Property Manager introduced the report and highlighted the
following areas:
- Background to the
policy which was approved at Full Council in 2022;
- Progress made, since
implementation of the policy, in respect of five sites in the
district; and
- The suggestion that,
optimally, the policy be encompassed by existing Local Authority
powers delegated to Planning Enforcement and Building Control to
enable earlier intervention and engagement.
Members considered the report
and made the following comments:
- Members acknowledged
that the policy covered commercial properties only however they
were keen to understand how local authorities could encourage or
enforce empty residential properties to be brought back into
use.
- The Strategic
Operational and Property Manager responded that:
- The policy only
applied to derelict and/or untidy commercial sites;
- Local authorities had
limited legislative authority over privately owned shop
units/sites. However, engagement and encouragement of mutual
participation was sought; and
- The services of
Planning Enforcement and/or Building Control would be called upon
where an empty building was considered untidy and/or
dangerous;
- Members queried the
action that could be taken should engagement with owners of
derelict and/or untidy sites not be forthcoming. The public were
concerned about the derelict sites in the district and members
suggested that the policy needed to be reviewed/strengthened to
enable further action to be taken.
- The Strategic
Operational and Property Manager responded that:
- Further engagement
with owners was always sought and encouraged prior to further
action;
- Action taken had
included the challenge of rateable classifications of existing
derelict sites; and
- Whilst the policy was
focused on engagement and encouragement to bring sites back into
order, local authorities could utilise enforcement powers when
appropriate in respect of tidying sites. In such instances, costs
could be charged to the owners.
- Members referred to
point 1.2 of the report and queried whether the policy could reside
with Enforcement and Building Control. Members were keen that the
policy be placed within the team which maximised its
potential.
- The Assistant
Director – Wellbeing and Community Leadership responded
that:
- For context, the
policy had been originally tasked to a senior member of staff in
the Assets team who had expertise and experience in the subject
area; and
- Issues were dealt
with collaboratively across multiple council departments, including
Planning Enforcement, and therefore the position of the policy
within the departmental structure of the council did not influence
action that could be taken. Nonetheless, where the policy resided
departmentally could be reviewed.
- Members noted empty
sites across the whole district and acknowledged that any decisions
regarding the fair prioritisation of Compulsory Purchase Orders
(CPOs) would be challenging within current budget
constraints.
.
- Members referred to
the council’s challenge of a derelict classification for an
existing Spalding site, and debated whether the desired overturning
of the classification, in order to change its rateable status,
could lead to deliberate ...
view the full minutes text for item 39.
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40. |
Policy Development Panel Work Programme PDF 186 KB
To set out the Work Programme
of the Policy Development Panel (report of the Assistant Director
Governance (Monitoring Officer) enclosed).
Additional documents:
Minutes:
The Panel considered a report by the Assistant
Director – Governance (Monitoring Officer) which set out the
Work Programme of the Policy Development Panel.
The Chairman 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 next meeting was the Joint Budget Scrutiny meeting to be held
on 25 January 2024.
- Appendix B set out the Task Groups
that had been identified by the Panel. The new Street Scene Task
Group would commence in January 2024.
Members considered the report and made the
following comment:
In respect of Appendix B, members referred to
the pending Devolution Task Group and asked Democratic Services to
seek guidance from the Leader regarding potential progress.
AGREED:
That the Policy Development Panel Work
Programme 2023/2024 be noted.
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41. |
Any other items which the Chairman decides are urgent.
NOTE:
No other business is permitted unless by reason of special
circumstances, which shall be specified in the minutes, the
Chairman is of the opinion that the item(s) should be considered as
a matter of urgency.
Minutes:
The Chairman relayed festive greetings to all
those in attendance.
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