The Policy Development Panel of South Holland District Council met on 23 September 2025 to discuss a range of topics, including the council's budget preparation, housing policies, and safeguarding measures. Councillors were scheduled to review several policies and provide feedback before they are presented to the cabinet. The panel was also expected to discuss the progress of the Business Frontage Task Group and consider the retirement of the Derelict and Untidy Sites Policy.

Budget Preparation 2026/27

The Policy Development Panel was scheduled to receive a briefing on the approach and process for the 2026/27 budget preparation. The report before the panel, written by Brendan Arnold, Interim Director of Finance & Section 151 Officer, was intended to ensure that the committee understood the system the council intends to use in preparing the budget, and that they would have the opportunity to ask questions and gain assurance about the arrangements.

The report outlined key risks and issues with the existing budget process, including insufficient time for report preparation and accurate financial information, and a lack of a pre-agreed plan to balance corporate budgets. To mitigate these risks, the report proposed a re-designed budget-setting process based on openness, a focus on systems and assurance from the Governance & Audit function, and detailed review and challenge from the Scrutiny function.

The proposed process included preliminary briefings, research, support and review from 'Star Chamber' panels¹, portfolio holder consideration, consultation, and scrutiny review, all leading to the setting of the budget in February or March 2026.

Housing Policies

Several housing-related policies were scheduled for discussion, including those concerning governance, vulnerable persons, disabled adaptations and industrial units.

Housing Revenue Account Governance Framework

The panel was asked to consider the adoption of the Housing Revenue Account Governance Framework: Housing Landlord Services 2025/26. The framework sets out the governance arrangements for the Housing Landlord Service, including controls, responsibilities, performance monitoring, and financial viability. It also explains how these arrangements link into wider council governance.

The framework was said to have been produced with the Regulator of Social Housing's Consumer Standards in mind, particularly the Transparency, Influence and Accountability Standard. It included enhanced scrutiny arrangements, transparency around performance and risk management, details on the roles and responsibilities of senior officers, and management and remuneration costs.

The report also detailed the establishment of dedicated groups to provide oversight, assurance, and drive continuous improvement across the Housing Landlord Service. Following a review of these arrangements, changes were proposed to streamline governance and ensure alignment with evolving priorities, including disbanding the Housing Governance Clinic and integrating complaints oversight into the Complaints Officer Working Group.

Vulnerable Person and Reasonable Adjustments Policy

The Policy Development Panel was asked to consider the adoption of the Vulnerable Person and Reasonable Adjustments Policy: Housing Landlord Service 2025-2029. The policy sets out the council's commitment to assisting vulnerable council tenants and ensuring they can access Housing Landlord Services. It explains how the council will define, assess, and record vulnerabilities, and provides an overview of the types of reasonable adjustments that will be accommodated.

The report noted that the Housing Ombudsman's 2024 Spotlight report on attitudes, respect and rights made recommendations that landlords should implement a vulnerability policy and a specific reasonable adjustments policy. The council undertook a consultation-based approach to develop the policy, allowing tenants to shape it through feedback and discussion.

Disabled Aids and Adaptations Policy

The Policy Development Panel was asked to consider the adoption of the Housing Landlord Services, Disabled Adaptations Policy 2025 – 2028. The policy outlines the strategic approach to providing disabled aids and adaptations for council tenants, with the aim of supporting independent living, safety, privacy, confidence, and dignity.

The policy details the support available to tenants requiring adaptations, the process involved, and the circumstances under which requests may be declined. It also sets out how the policy aligns with relevant legislation, regulations, and government expectations.

The report noted that the council's disabled aids and adaptations service has been identified as a key priority within the Housing Transformation Programme, and that the delivery approach mirrors that of the Disabled Facilities Grant (DFG).

Industrial Units Letting and Management Policy

The Policy Development Panel was asked to consider the revised draft Industrial Units Lettings and Management Policy 2025-2030. The policy is designed to replace the existing policy and comply with legislative changes.

The policy provides a framework for the letting and management of the council's portfolio of industrial property, with the purpose of encouraging the growth of both new and existing local businesses. The terms of new leases are determined by the Asset Management Team on commercial terms, with the lease term subject to negotiation.

South and East Lincolnshire Councils Partnership Safeguarding Policy

The panel was asked to consider the new South and East Lincolnshire Councils Partnership Safeguarding Policy prior to its presentation at Cabinet. The policy aims to standardise the approach to safeguarding children and adults across the three councils.

The report noted that the policy aims to ensure that residents, officers and councillors have a clear understanding of their responsibilities under the Children Act 1989 and the Care Act 2014. It also includes a section on professional curiosity and details of named officers responsible for safeguarding.

Overview and Scrutiny Annual Report 2024/25

The Policy Development Panel was asked to note the Overview and Scrutiny Annual Report 2024/25 prior to its presentation at Council. The report provides an overview of the activities undertaken during the 2024/2025 municipal year by the Performance Monitoring Panel, the Policy Development Panel, the Joint Performance Monitoring Panel and Policy Development Panel, and the Joint Scrutiny undertaken by the S&ELCP.

Business Frontage Task Group

The Policy Development Panel was scheduled to receive a six-monthly progress update on the Cabinet approved recommendations from the Business Frontage Task Group.

Derelict and Untidy Sites Policy

The Policy Development Panel was asked to consider a proposal to retire the Derelict and Untidy Sites Policy. The Strategic and Operational Property Manager was scheduled to be in attendance to answer member questions.

Other Matters

The agenda also included apologies for absence, approval of the minutes from the previous meeting, updates on actions taken, declarations of interest, questions from councillors, the key decision plan, and the Policy Development Panel work programme.