Agenda and draft minutes

No apologies of absence were received for this meeting.

To sign as a correct record the minutes of the 21 April  2026 Policy Development Panel meeting (copy enclosed):

That both the open minutes and the exempt minutes (at agenda item 16) of the meeting held on 21 April 2026 be signed by the Chairman as a correct record.

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 consider updates to actions that arose at the 21 April 2026 Policy Development Panel meeting and the tracking of outstanding actions (enclosed)

Consideration was given to the update on actions which arose at the 21 April 2026 Policy Development Panel meeting and the tracking of outstanding actions.

·         In respect of action 94.26/27 ‘Housing (HRA) Damp, Condensation and Mould Policy’, members were advised that the Housing Repairs Manager would circulate the risk assessment and triage tools to members after the meeting.

• In respect of action 96.26/27 relating to the Policy Development Panel Work Programme, members reiterated their previous concerns regarding the operation of the brown bin service. A clear and comprehensive policy to underpin the delivery of the service was required. Members further discussed whether the brown bin service policy should be incorporated within a wider waste policy or addressed through a standalone policy, the members asked the Democratic Services Support Officer to refer the comments to the appropriate service.

·         In respect of action 76. 26/27 regarding the ‘SHDC Markets Policy Review’, it was confirmed that the Markets Manager would not be required to undertake first aid training.

AGREED:

That the update regarding 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 11 May 2026.

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 report to members, reporting that all outstanding policy reviews were on track and that the SHDC Policy Register & SELCP Policy Register were in a positive position.

Members thanked the Business Change and Intelligence Manager for maintaining the registers to a high standard across the partnership.

AGREED:

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

To consider an approach to future strategy / policy review and development in the lead up to Local Government Reorganisation

Consideration was given to the report of the Service Director – Corporate Services which ask members to consider an approach to future strategy/policy review and development in the lead up to Local Government Reorganisation(LGR).

The Service Director – Corporate Services was in attendance virtually to introduce the report and explained that in light of LGR and increasing organisational pressures, a review had been undertaken of the current approach to policy review cycles. It was proposed that, where policies did not require material changes, the review dates could be extended to March 2028, with minor amendments being delegated to the relevant Service Director and Portfolio Holder.

Members considered the report and made the following comments:

• Members expressed concern that the proposed delegation arrangements could reduce the role of the Panel in scrutinising policy changes and  emphasised the importance of maintaining the Panel’s ability to review and challenge policies. Whilst members supported efficiency saving, scrutiny should not be diminished as a result.
  • The Service Director – Corporate Services clarified that members would retain the ability to call in any policy at any time and that substantive changes would still be brought to the Panel and Cabinet for consideration, ensuring that scrutiny powers were maintained.

• Members highlighted that by providing delegated authority solely to Service Directors and Portfolio Holders it could give the perception that policies were being agreed without appropriate scrutiny.
  • The Service Director – Corporate Services suggested that delegation could be exercised in consultation with the Chairman of the Panel, providing an additional safeguard and enabling members to request that any changes be brought forward for formal scrutiny.

• Members acknowledged that where no material changes were required, it was reasonable to avoid bringing policies back to the panel unnecessarily and this reflected the Panel’s existing approach.

• Members emphasised that the Panel should be notified of any policy changes, including minor or legislative amendments, and suggested that details of amendments could be circulated electronically to members in advance.
  • The Service Director – Corporate Services advised that whilst delegation of minor amendments formed part of the proposed efficiency measures, concerns regarding oversight and accountability were acknowledged, and therefore suggested that a system of notification could be implemented, whereby members would be informed of proposed amendments in advance. This approach would  give members the opportunity to request that a policy be called in for further consideration, ensuring both transparency and efficiency within the revised process.
• Members agreed that they should be given the opportunity to “call in” policies for scrutiny where concerns were identified and that this approach would allow efficiency savings whilst retaining appropriate oversight.

·        In conclusion, members supported the revised approach, provided the following safeguards were in place to ensure transparency and continued member oversight:

o   Policy review dates could be extended where only minor, non-material changes were required;

o   Delegation of minor amendments to the relevant Service Director and Portfolio Holder were supported in principle however, subject to members being notified in advance and provided with an opportunity to request further  ...  view the full minutes text for item 10.

To consider the Final Report of the Derelict and Untidy Sites Task Group and provide feedback prior to its consideration by the Cabinet (report of the Derelict and Untidy Sites Task Group enclosed).

Consideration was given to the report of the Derelict and Untidy Sites Task Group which asked the Panel to consider the Final Report of the Derelict and Untidy Sites Task Group and provide feedback prior to its consideration by the Cabinet.

The Strategic and Operational Property Manager attended virtually to introduce the report.

The Strategic and Operational Property Manager outlined that the key recommendation was to retire the existing policy and replace it with a guidance-based “signpost” document to improve clarity and usability.

Members considered the report and made the following comments:

• Members noted that the current policy lacked practical application with limited effectiveness and supported the proposal to retire the existing policy.

• Members agreed that a guidance-based approach would provide clearer direction for members and parish councils.

• Members raised concerns regarding the lack of a centralised reporting system for derelict and untidy sites, noting that issues were currently reported to multiple departments without coordination. A single register or reporting mechanism would improve visibility and avoid duplication.
  • The Strategic and Operational Property Manager advised that the development of the signpost document would include consideration of reporting processes. Existing systems within services would be reviewed to avoid duplication and a coordinated approach would be developed as part of the next stage of work.

·        In conclusion, members agreed that the Derelict and Untidy Sites Policy be retired and replaced with a robust guidance document, incorporating improved reporting mechanisms and clearer direction for users.

AGREED:

That the Panel’s comments be noted within the recommendations to be considered by Cabinet.

To seek Policy Development Panel’s views on the proposed HR policies prior to report to Council.

Consideration was given to the report of the Group Manager – Organisational Development which sought the Policy Development Panel’s views on the proposed HR policies prior to report to Council.

The Service Director – Corporate Services was in attendance virtually to introduce the report with support from the HR Manager – Employee Relations and Client Lead.

The proposals included three new policies and four existing policies which had been reviewed and updated as part of ongoing alignment work across the Partnership.

The new policies were:

·        Fixed-Term Contracts and Secondments Policy;

·        Housing Competence and Conduct Policy; and

·        Housing Code of Conduct.

The existing policies were:

·        Learning and Development Policy;

·        Managing and Supporting Change Policy;

·        Probation Policy; and

·        Recruitment Policy.

Members considered each policy in turn. No significant concerns or objections were raised in relation to the proposed policies.

AGREED:

That the comments of the Panel be noted.

To set out the Work Programme of the Policy Development Panel (Report of the Service Director – Legal & Governance (Monitoring Officer) enclosed)

Consideration was given to the report of the Service Director – Legal and Governance which asked members to set out the Work Programme of the Policy Development Panel.

• Appendix 1 listed the schedule of meetings for 2026/27 with expected items populated against each meeting.
• Appendix 2 outlined the task groups of the panel.

The Chairman noted that the Derelict and Untidy Sites Task Group had now concluded.

The Democratic Services Officer added that the Business Frontage Task Group had completed its work and was now incorporated within the Conservation and Heritage Policy work, which would be considered by Cabinet on the 30 June 2026.

Members agreed that completed Task Groups could be removed from Appendix 2.

Members were advised that the review of the Aids and Adaptions Policy had been rescheduled from September 2026 to January 2027.

AGREED:

That the Policy Development Panel Work Programme be noted.

There were none.