Agenda and draft minutes

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.

To sign as a correct record the minutes of the 26 November 2024 Policy Development Panel meeting (enclosed).

That the minutes of the meeting on 26 November 2024 by signed by the Chairman as a correct record.

Members agreed that there was no requirement to discuss the content of the exempt minutes from the meeting of Policy Development Panel on 26 November 2024, included later in the agenda.

An update on actions that arose from the 26 November 2024 Policy Development Panel meeting and the tracking of outstanding actions (enclosed).

Consideration was given to the update on actions which arose at the 26 November 2024 meeting and the tracking of outstanding actions.

• Members commented that it would be useful to have an indication of the timescale of a response for Action 59.

AGREED:

That the update to actions be noted.

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 3 February 2025.

AGREED:

That the Key Decision Plan be noted.

To note the SHDC Policy Register and 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 report and stated that:

• Most of the policies that were yellow on the register were financial policies that related to the budget process.
• The Gambling Act Policy had been approved at Full Council in January 2025 and would be moved to the end of the policy register.
• An online policy register was being worked on to make policies more accessible.

Members considered the report and raised no comments.

AGREED:

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

To consider the draft Tenant and Influence Engagement Strategy 2025-2027 (Appendix A) (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which outlined the draft Tenant and Influence Engagement Strategy 2025-2027.

The Housing Transformation Officer (HRA) provided a presentation covering the key points of the strategy.

Members considered the report and made the following comments:

• Members thanked the team for their work and were pleased with the number of responses to the consultation.
  • The Housing Transformation Officer (HRA) commented that it was the highest response that the company running the consultation (TPAS) had ever had from a Council and they had written a blog about it.

• Members queried why the tenant engagement session (Meet the Managers) was being held in Sutton Bridge
  • The Housing Transformation Officer (HRA) responded that Sutton Bridge was recognised as an area that needed to be focussed on as part of the Equality Impact Assessment for the service.
  • The sessions would be rolled out to other areas of the district in the future.

• Members wished to see a review of the performance of the policy twelve months after Cabinet approval.

AGREED:

1. That the Panel recommends the Tenant Engagement and Influence Strategy to Cabinet for adoption.

2. That the Panel supports the recommendation to Cabinet to delegate minor operational amendments to the Assistant Director – Housing in consultation with the Portfolio Holder for Strategic and Operational Housing.

3.    That a progress update of the Tenant Engagement and Influence Strategy 2025-2027 be presented to the Policy Development Panel one year from adoption at Cabinet.

To provide an update on the performance and effectiveness of the Housing Allocations Policy following its last formal review (report of the Assistant Director - Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which provided an update on the performance and effectiveness of the Housing Allocations Policy following its last formal review.

The Assistant Director – Housing introduced the report and stated that:

• The report provided a twelve-month update on changes approved to the policy in 2024.
• As part of the update, no further changes were recommended but minor administrative changes that had been made were outlined within the report.
• The policy was working well and was operationally effective.

Members considered the report and made the following comments:

• Members commented that the fact that no changes were recommended suggested that the policy was fit for purpose.

• Members queried whether there was a degree of discretion where transferees would be placed within a higher band if they had extenuating circumstances.
  • The Assistant Director – Housing confirmed that this was the case. The previous policy had automatically placed transferees into band 2, placing them above existing South Holland tenants.

• Members asked if transferees were overcrowded in their current property would they be place in a lower band.
  • The Assistant Director – Housing commented that tenants had the option to complete a mutual exchange. As part of the policy, there was a strict local connection criteria which made the policy fair to all applicants.

• Members commented that they would expect band 1 to only contain the most urgent and severe cases. They queried whether the number currently in that band was what would be expected.
  • The Assistant Director – Housing confirmed that the number in that band would be as he would expect. He clarified that band 1 concerned a narrow set of circumstances and did include those who had very specific property needs to ensure that they had priority when a suitable property became available, potentially sitting in the band for some time.

• Members asked whether band 1 could include people who were currently under occupying a property and were waiting for a smaller property.
  • The Assistant Director – Housing stated that a priority level would not be given solely based on over or under occupation.
  • He explained that band 1 was specific for those the Council had a statutory duty to assist, such as with statutory overcrowding.
  • In cases of medical welfare, only exceptional circumstances where a specific adaptation was required would be placed in band 1.
  • Those placed in band 1 were usually rehoused quicker but the policy ensured the best use of housing stock.

• Members queried whether rough sleepers would automatically be placed into band 1.
  • The Assistant Director – Housing commented that provisions for rough sleepers were separate to those on the housing register. If those people were working with the Council and were on the register, they would usually be placed in band 3, only going into band 1 is there was exceptional circumstances.
  • The Assistant Director – Wellbeing and Community Leadership stated that there was a distinction to be made between those that were homeless and those  ...  view the full minutes text for item 77.

To update elected members and officers on the contents of the Carbon Reduction Plan and the associated recommendations (report of the Assistant Director – Regulatory enclosed).

Consideration was given to the report of the Assistant Director – Regulatory which updated elected members and officers on the contents of the Carbon Reduction Plan and the associated recommendations.

The Group Manager - Climate Change and Environment and the Sustainable Development Officer introduced the report and stated that:

• 78% of carbon emissions within South Holland came from the housing stock and taking that away brought South Holland into line with Boston and East Lindsey.
• The overarching document presented was in draft form and the focus was for the Panel to choose a net zero pathway.
• Key areas included within the plan were fleet vehicles, council owned buildings, solar panel feasibility for council owned buildings and energy saving behaviours amongst council staff.
• The plan didn’t commit the council to any financial commitments.
• The report outlined three options for the Panel to choose from.

Members considered the report and made the following comments:

• Members commented that with the upcoming Local Government Reorganisation it seemed unrealistic to look at targets.
  • The Sustainable Development Officer stated that upcoming LGR shouldn’t prevent the Council from planning for the future and by having a plan in place, South Holland could influence other Councils.

• Members asked whether the plan would assist in stopping solar farms being placed on agricultural land.
  • The Sustainable Development Officer confirmed that an aim of the plan was to look at the placement of solar panels on Council owned buildings.
  • The Group Manager - Climate Change and Environment added that the next step would be to produce a detailed action plan of how to deliver this and influence corporate activity.
  • She stated that the housing stock lent itself to easily reducing carbon emissions as retrofit work was taking place to properties to increase their EPC ratings.

• Members queried whether the Council did enough to encourage recycling within the office spaces.
  • The Sustainable Development Officer responded that it was an important part of the plan to encourage a changing of behaviours among council staff.
  • He added that the Sustainable Products Policy was already in place with the aim of reducing single waste plastics.

• Members questioned whether the Council could install more combined recycling and general waste bins.
  • The Sustainable Development Officer commented that nothing should be ruled out. A feasibility study would need to be carried out to determine whether this was practical and any financial implications.

• Members asked whether the simplest thing to do for the housing stock would be to put solar panels on all roofs.
  • The Assistant Director – Housing commented that the Council was awaiting the outcome of a bid worth £18m to complete efficiency works on properties that currently had an EPC D rating.
  • He also commented that to put solar panels on every property would be extremely expensive. There were many other options, such as new windows and external wall insulation, that should also be considered.
  • The Group Manager - Climate Change and Environment stated that this sort of idea was unviable at this point in time  ...  view the full minutes text for item 78.

To provide an update on South & East Lincolnshire Councils Partnership’s Healthy Living Board and recommendations from SELCP’s joint scrutiny review of Health and Wellbeing across the subregion (report of the Assistant Director – Wellbeing and Community Leadership enclosed).

Consideration was given to the report of the Assistant Director – Wellbeing and Community Leadership which provided an update on South & East Lincolnshire Councils Partnership’s Healthy Living Board and recommendations from SELCP’s joint scrutiny review of Health & Wellbeing across the subregion.

The Healthy Living Strategic Lead introduced the report and stated that:

• A Joint Scrutiny report had been presented in April 2024 and the report provided an update on local work and opportunities coming out of the Healthy Living Board.
• Highlighted the shift to a prevention focus which helps residents to live longer and reduces demands on services.
• The Healthy Living Board provided a strategic oversight of work across the districts.

Members considered the report and made the following comments:

• Members commented that this was an important piece of work and they were pleased with the work that had taken place.

• Members asked whether sheltered housing tenants were included as part of the work undertaken by the board.
  • The Healthy Living Strategic Lead stated that this was part of the work of the Independent Living Team but that the board did work with them on digital inclusion and the age friendly network.

• Members queried how activities in village halls catered towards the elderly were tracked.
  • The Healthy Living Strategic Lead responded that Active Lincolnshire keep a record of different activities, but this relies on organisers letting them know to add it to their database.

• Members asked how residents could be encouraged to put on more events.
  • The Assistant Director – Wellbeing and Community Leadership clarified that this was a discretionary service and the Board’s work was about raising awareness of what is already available in communities.
  • The Communities Team could support and offer advice to those wanting to organise events but there wasn’t available resource for the Council to organise more events.
  • The Healthy Living Strategic Lead commented that the Joint Scrutiny task group included a recommendation to work with Active Lincolnshire to build a legacy where funding had previously been provided for a particular activity which assists in creating community capacity to organise activities themselves.

• Members asked whether the Board had been involved in producing the wellbeing maps for Crowland and Holbeach.
  • The Healthy Living Strategic Lead confirmed that this fell within the remit of the Board.
  • The NHS had funded community co-ordinators to promote wellbeing activities in an area.

• Members advised that the Citizens Advice Bureau offices in Holbeach needed to be added to the wellbeing map.

• Members commented that the wellbeing maps should be reviewed annually to ensure they were kept up to date.

AGREED:

That the Panel notes the remit and purpose of the Healthy Living Board, the update on local partnership work and response to the joint scrutiny recommendations.

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

Consideration was given to the report of the Assistant Director – Governance (Monitoring Officer) which set out the work programme of the Policy Development Panel.

The Democratic Services Officer introduced the report which included the following:

• Appendix 1 outlined meeting dates and respective scheduled items;
• Appendix 2 outlined current and pending task groups.

Members considered the report and made the following comments:

• A suggestion had been made to set up a task group to look at the governance aspect of devolution.
  • The Chairman commented that this was not something that the Policy Development Panel could influence.

AGREED:

That the Policy Development Panel work programme be noted.

There were none.