Agenda and draft minutes

To note the names of apologies given and deputy members who are attending the meeting in place of appointed members.

Apologies for the meeting were noted as above.

To receive any disclosure of interests from Councillors or Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests (DPIs), other registerable interests (ORIs) and non-registerable interests (NRIs) in accordance with the Council’s Code of Conduct.

If you require advice, please contact the appropriate Democratic Services Officer, prior to the meeting.

No declarations were made.

No announcements were made.

That the minutes of the meeting be signed as a correct record.

RESOLVED:

That the minutes of the previous meeting held on 26 November 2024 be approved and adopted.

To receive and note questions asked and statements made from members of the public on matters which fall within the remit of the Committee

Members of the public and visiting councillors may speak at the Policy Committee, provided they have registered to speak three working days in advance.  Please complete this form (https://forms.office.com/r/Y87tufaV6G ) by 5pm on 5 Feb 2025 or call (01962) 848 264 for further details.

There were no comments or questions made during public participation

Councillor Lucille Thompson, Cabinet Member for Business and Culture introduced the report, ref EHP54 which set out the summary of the UK Shared Prosperity Fund And Rural England Fund Programmes 2022-2025, (available here).  The introduction included the following points.

1. The funding had significantly aided communities and residents in pursuing greener initiatives, reducing the carbon footprint, and supporting businesses across the district.
2. The Council had received £1.745 million to fund projects throughout the district at a time when resources were scarce.
3. A partnership board, comprising representatives from various sectors, had been established to ensure a wide range of views were considered in the selection and delivery of projects.
4. Over the three years, the UK Shared Prosperity Fund had supported 32 projects aligning with the investment plan, and the fund was on track to be fully spent. The Rural England Fund had supported 25 projects, also fully funded and on track to be fully spent.
5. The funds supported 20 carbon reduction projects, including seven EV charging stations and new foot and cycle paths.
6. 280 residents had gained qualifications in retrofit, alternative energy installations, and digital communications.
7. 22 businesses across the district had received funding in sectors including childcare, landscape gardening, sport, and the creative industries.
8. Matched funding had been secured, effectively doubling the money available by unlocking further investment from local businesses, communities, and other organisations.
9. The Government had confirmed a further UK Shared Prosperity Grant of £1,327,146 to be spent by the end of March 2026.

The committee was asked:

1.    To note the types of projects, distribution, impact and value derived from the UKSPF and REPF programme 2.

2.    To note the Government’s priorities and provide comment on the Council’s approach for distributing funds for the 2025/2026 UKSPF extension

The committee proceeded to ask questions and debate the report. In summary, the following matters were raised.

1. Clarification was sought regarding the variation in amounts allocated to different wards, as shown in the graph on page 20 concerning the Rural England Prosperity Fund and it was questioned why some wards, such as Central Meon Valley, were not included on the graph.
2. It was queried whether the absence of projects from certain wards was due to a lack of suitable proposals or other factors.
3. Whether ward councillors could assist in the process of project submission.
4. It was asked whether anything better could/should be done in terms of communications.
5. It was queried whether any good projects were unable to proceed due to a lack of sufficient matched funds.
6. It was asked if the amount of matched funding would be a barrier in the future.
7. Further information was sought regarding the engagement activities mentioned in paragraph 2.47 on page 23, to understand how the message could be more widely disseminated.
8. A question was asked regarding lessons learned from the past three years of the programme and whether any changes would be implemented in the next phase.
9. It was queried if it was possible to focus on areas with low funding, such as  ...  view the full minutes text for item 6.

Councillor Chris Westwood, Cabinet Member for Housing introduced the report, ref EHP56 which set out proposals for the Housing Repairs And Maintenance Policy, (available here).  The introduction included the following points.

1. The report presented four proposed policies for review and comment: Disabled Adaptations, Housing Repairs and Maintenance, Housing Repairs Recharge, and Managing Damp and Mold.
2. Tenant input had been gathered through a survey in May 2024 regarding the future operation of the repairs service and to support the retendering of the repairs and maintenance contract.
3. Following an online consultation, workshops were held with tenants and members and feedback was incorporated into the updated policies.
4. The policies would inform the Council's future approach to delivering housing repairs and maintenance, aiming for consistent application across all areas.
5. The Committee's comments were sought on the four policies before a further tenant consultation.
6. The draft policies, incorporating the Committee's comments, would be presented to Cabinet Committee: Housing in July 2025 for approval.
7. Approval of the policies would contribute to the modernisation of Housing Services by clearly defining the scope of services covered and ensuring consistent and easily understood application.

The committee was asked to review and comment upon the proposed four

Policies attached, namely:

1. Disabled Adaptations Policy

2. Housing Repairs And Maintenance Policy

3. Housing Repairs Recharge Policy

4. Managing Damp And Mould.

The committee proceeded to ask questions and debate the report. In summary, the following matters were raised.

Disabled Adaptations Policy

1. A question was asked regarding the inclusion of disability due to injury or accident as part of the policy.
2. Clarification was sought regarding the appeals process across all four policies and whether it adequately addressed tenant dissatisfaction with decisions.
3. It was asked how the council would enforce the actions in the policies universally.
4. Questions were raised concerning budgets and the estimated need for adaptations, considering the local ageing population.
5. A question was asked regarding timescales, specifically the 12-month timeframe for approved adaptations and whether a more challenging target would be useful.
6. Clarification was sought regarding item 5.4 on page 35, regarding properties adapted for disabilities being let to able-bodied individuals and if they could then be evicted if a disabled applicant needed the property.
7. Following a previous point, it was questioned how adaptations would be applied to properties occupied by able-bodied individuals, given the potential need for larger properties by families.
8. A question was asked about including a clawback on the policy regarding adaptations and the right to buy.
9. A question was asked about training available for a broader group of officers to support the implementation of the policy.

Housing Repairs and Maintenance Policy

1. A question was asked regarding emergency repairs and recharges, specifically regarding what constituted an emergency versus an urgent repair.
2. Clarification was sought on page 50 regarding minor repairs that should be carried out by the tenant, and whether there was a specific list in the tenancy agreement.
3. A question was raised about the tenant's responsibility to reduce humidity levels and how this aligned with  ...  view the full minutes text for item 7.