Agenda and draft minutes

To sign and confirm the minutes of the last meeting, held on 18^th February 2021.

The minutes of the meeting held on 18^th February 2021 were agreed as a correct record to be signed by the Chairman.

To receive apologies for absence and notification of substitutes (if any).

There were apologies for absence from Councillor Aaron Spencer.  Following changes to political groupings, Councillor Tom Ashton no longer served on the Committee.

To receive declarations of interests in respect of any item on the agenda.

No declarations were made.

To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on Monday 18^th April 2021.

There were no questions from members of the public.

(A presentation by Michelle Howard, Assistant Director - Housing and Wellbeing)

Portfolio Holder: Councillor Martin Griggs

The Assistant Director - Housing and Wellbeing gave a PowerPoint presentation to the Committee, which set out a proposed Sub-Regional Housing Allocations Scheme.

All Councils were required to have a mechanism to assess housing need, advertise available social housing and allocate properties to households in need and to have a robust housing allocations policy framework in order to do so.

The Council had an existing housing allocations policy, but it needed updating.  The current IT system (operated by Lincolnshire Housing Partnership) was no longer up to date and would cease from July 2021.  These considerations, along with the interdependency between the allocations policy framework and IT system configuration, created an opportunity to update, improve and integrate the systems, processes, and the customer journey.

Work to explore an alternative IT solution and policy framework began in 2019.  There had been significant changes since then, not least the Covid-19 pandemic, but also legislative and policy frameworks and requirements. Furthermore, the Strategic Alliance with East Lindsey District Council (ELDC) provided an opportunity for a sub-regional approach. 

The Assistant Director - Housing and Wellbeing went on to explain:

·         How a sub-regional policy framework and approach to delivery would take a ‘best of both’ approach for the two authorities;

·         What a ‘digital first’ system would mean for customers, stakeholders and staff; and

·         How policy changes would affect the experience of Boston’s applicants, including the use of the “reasonable preference” legal requirement and priority banding. 

The presentation also set out the details of how the transition would be managed, including support for communities; methods of communication and engagement, of which the Scrutiny meeting was a key part; and the timeline.

The matter would be reported to Cabinet in May and ELDC’s Executive Board in June 2021 with respect to the policy, approach, consultation feedback and equality impact assessment.  Following a ‘soft launch’ approach, a reserved Members’ day or Member briefing would be held in July to demonstrate the system.  A review would take place twelve months later to ensure the sub-regional approach was effective and to report on progress.

Following the presentation, Members commended the work undertaken by officers.  However, some raised concerns regarding additional information that had been e-mailed to them after the publication of the agenda pack to assist their scrutiny, as it had been received too late to allow them to read and digest it.  The Assistant Director - Housing and Wellbeing gave apologies, but advised Members they could forward their comments after the meeting and they would be captured and incorporated in the consultation feedback.

During debate, the report was commended as professional and well written, and the proposal as one that would make a real improvement in the service to the public.  Comments included the view that a single system would work better for partners and give applicants more choice; that it should reduce the need for applicants to provide evidence multiple times, which caused frustration; but also that that the previous lack of investment in IT had resulted in an  ...  view the full minutes text for item 79.

(For Members to discuss the Committee’s current work programme. The latest quarterly performance information is attached for reference.)

Members considered the work programme and noted that the first meeting of the new Municipal Year would be the Committee’s work programme in the light of the new Corporate Strategy, approved by Full Council in November 2020, which had updated the Council’s priorities.