Agenda and minutes

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

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 held on 21 January 2025; and

b)     Policy Development Panel held on 11 February 2025.

An update on actions that arose from the 11 February 2025 Policy Development Panel meeting and the tracking of outstanding actions (enclosed).

Consideration was given to the update on actions which arose at the 11 February 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.

There were none.

There were none.

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

Consideration was given to the response of the Cabinet to the final report of the Business Frontage Task Group.

The Vice Chairman of the Policy Development Panel provided the following verbal update of the Cabinet response on behalf of the Business Frontage Task Group Chairman:

·       The recommendations had been unanimously supported by Cabinet; and

·       Cabinet had requested that:

o   An update come forward to the Policy Development Panel in six months’ time; and

o   SHDC would assist businesses in respect of grant funding through the signposting of opportunities.

AGREED:

That the Cabinet response to the final report of the Business Frontage Task Group be noted.

There were none.

To note the current Key Decision Plan (enclosed). 

Consideration was given to the Key Decision Plan dated 8 April 2025.

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 Vice Chairman of the Policy Development Panel introduced the item on behalf of the Business Intelligence and Change Manager, who had sent his apologies, and stated that registers had been updated with the latest position.

AGREED:

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

To propose a new ASB Framework to support the management of anti-social behaviour and hate crimes within the Housing Landlord service (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which proposed a new ASB Framework to support the management of anti-social behaviour and hate crimes within the Housing Landlord Service.

The Housing Services Manager and the Assistant Director - Housing attended for this item.

The Housing Services Manager introduced the report which included the following areas of information:

• Background to the report;
• ASB performance during 2024;
• Effective partnership working; and
• Framework priorities.

Members considered the report and made the following comments:

• Members queried the number of ASB cases that had been resolved and whether the council was supported by the police in such matters.
  • The Housing Services Manager responded that:
    • 96 individual cases had been reported and resolved during 2024;
    • Two cases were currently open, of which one was complex in nature and therefore taking longer to resolve; and
    • The council was supported by the police and worked with the police officer assigned to the relevant patch.

• Where tenants were to be transferred from an external local authority housing scheme, were prior enquiries made in respect of ASB incidents?  What steps would be taken where issues had become apparent.
  • The Housing Services Manager responded that:
    • References were sought from previous landlords however a review of the process would be undertaken;
    • Any issues that became apparent would be assessed and dealt with on a case-by-case basis. A relocation could be a positive step for a tenant previously involved in an ASB case; and
    • Where SHDC housing could not be offered, the applicant would be informed of the reasons for the decision.

• Members queried whether a shorter initial tenancy could be offered and when additional rights came into effect.
  • The Housing Services Manager responded that:
    • The 12-month introductory tenancy term was fixed by legislation;
    • Additional rights of a secure tenancy generally came into effect after the initial 12-month term however this could be extended by a further 6 months; and
    • The determination of perpetrator and victim could be difficult, and the council needed to remain impartial to support both parties and assess required action.

• Members queried the support offered to individuals who were reluctant/afraid to report ASB due to potential intimidation.
  • The Housing Services Manager responded that:
    • The framework offered support so that the public felt safe to make ASB reports without consequences;
    • Reports to the council were anonymous and subject to data protection legislation; and
    • Some cases resulted in a legal process which required the reporter to act as a witness. In such cases support would be provided by SHDC and other professional bodies.

• Members had expected the number of ‘drug-related issues’ to be higher than 10 and queried whether many were going unreported.
  • The Housing Services Manager responded that the data applied solely to council tenants, and it was anticipated that the framework would increase the gathering of data in order to provide a better service.

• Members queried whether early presentation of waste was captured within the ASB data.
  • The Housing Services Manager responded that:
    • ASB reports  ...  view the full minutes text for item 9.

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

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

The HRA Transformation Officer introduced the report, and the following main points were highlighted:

• The Policy Development Panel had considered the Tenant Engagement and Influence Strategy on 11 February 2025 and supported the recommendation to Cabinet for adoption;
• Following the initial presentation to the Policy Development Panel, the Tenant Engagement and Influence Strategy was circulated to residents for consultation;
• Key findings from the consultation were outlined at point 4 of the report, with further tenant feedback outlined at point 5;
• 130 feedback responses were received from residents which indicated requirements for improved accessibility, enhanced clarity, improved communication and for the availability of the document contents in alternative media;
• Revisions to the strategy were made based on tenant feedback, including the repositioning of the inclusivity statement to the first page of the strategy document; and
• The document presented to the committee at the current meeting included the revisions for consideration by the Panel prior to its onward journey to Cabinet.

Members considered the report and made the following comments:

• Members queried whether tenants would be encouraged to join the scrutiny groups and whether information relating to such matters would be given to tenants at the start of a tenancy.
  • The HRA Transformation Officer responded that:
    • A Tenant Forum was to be launched;
    • Details of how to participate in the forum were to be included within new tenant packs; and
    • Interest expressed from tenants would be followed up by the Tenant Engagement Lead with the opportunities available.

• Members requested that where changes were made to a document previously considered by the committee, that these be highlighted or colour-coded for ease of reference when being represented to the committee
  • The HRA Transformation Officer responded that the request was noted. In the current document, the summary of the changes made to the original document was included at Appendix A, from page 14. This detailed the first version of the strategy and the corresponding revised version where changes had been made.

• Members welcomed the access statement being relocated to the front page of Tenant Engagement and Influence Strategy (Appendix B) and suggested that this approach be taken on all council documents. 

• Members queried how the location for the scrutiny groups were decided and whether there any stipulations were in place regarding the composition of group members across the district.
  • The HRA Transformation Officer responded that the Tenant Forum would help to determine the location, frequency, Terms of Reference and development of the scrutiny groups. Tenants would be consulted on participation training needs which could range from shadowing opportunities to formal training.

• Members queried how officers planned to engage residents in areas of the district where community centres did not exist.
  • The HRA Transformation Officer responded that Independent Living Officers would engage with tenants in sheltered accommodation. In addition, Housing Officers were to undertake ‘summer walkabouts’ to engage directly with tenants  ...  view the full minutes text for item 10.

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 (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 the status of task groups.

Members considered the report and made the following comments:

• Members noted the Pensions Discretions Policy coming forward to the 24 June 2025 Policy Development Panel meeting and asked whether this would link into the upcoming Pensions training being given to Governance and Audit Committee members.
  • The Democratic Services Officer responded that awareness would be raised with the relevant S&ELCP officer and the Pensions trainer.

AGREED:

That the Policy Development Panel work programme be noted.

There were none.