The Policy Development Panel met on Tuesday 21 April 2026 to discuss a range of policy updates and reviews. Key decisions included the proposed separation of the Graffiti and Street Art Management Policy, the adoption of an updated Damp, Condensation and Mould Policy, and the review of the Debt Write Off Policy.

Graffiti and Street Art Management Policy Review

The Panel considered a proposal to separate the existing combined Graffiti and Street Art Management Policy. The rationale behind this separation is to create distinct governance frameworks for each. Graffiti, being an act of criminal damage, will continue to be managed under the Council's Corporate Enforcement Policy, overseen by the Public Protection Team. A new, standalone Street Art Management Policy, owned by the Community Leadership Team, is proposed to provide a clear and supportive framework for authorised street art. This separation aims to eliminate confusion, ensure consistent enforcement against illegal graffiti, and promote high-quality, legitimate street art. The existing combined policy was considered to create operational uncertainty and an inconsistent approach. The Panel was asked to provide feedback on this proposed separation and to note that a separate policy for graffiti is not required.

Updated Damp, Condensation and Mould Policy

The Panel reviewed the updated Damp, Condensation and Mould (DCM) Policy for the Housing Revenue Account (HRA). This policy has been revised to ensure compliance with legislative amendments, including Awaab's Law, which came into effect in September 2025. Significant tenant feedback has been integrated into the policy, focusing on improving communication, clarity of processes, and follow-up after repairs. Key changes include specifying communication stages, setting clear Service Level Agreements (SLAs) at triage, enhancing performance transparency through website publication and focus groups, and ensuring contractors provide advance notice of visits. The policy also clarifies landlord and tenant responsibilities, provides updated definitions for damp, condensation, and mould, and includes a new section on traumatic damp. Tenant feedback indicated a desire for more consistent communication, better contractor accountability, and clearer explanations of responsibilities. The policy also addresses the need for tailored advice, particularly for vulnerable residents, and reinforces the importance of reporting recurring DCM issues promptly. The Panel was asked to provide feedback and recommend the revised policy to Cabinet for adoption.

Debt Write Off Policy Review

The Panel reviewed the Council's Debt Write Off Policy, which was originally adopted in July 2017 and has undergone periodic reviews. A recent decision by Cabinet on 20 January 2026 increased the level of debt write-off delegated to the Section 151 Officer to £5,000, recognising that the previous limit of £1,050 was out of step with the wider sector. The policy itself is not for publication due to its sensitive nature. The review highlighted that South Holland District Council's delegation limit remains relatively low compared to other Lincolnshire authorities. The policy outlines procedures for debt recovery and the circumstances under which debt may be deemed irrecoverable. The Panel was asked to submit any observations or recommendations to Cabinet.

Policy Development Panel Work Programme

The Panel received an update on its Work Programme for 2025/26 and indicative items for 2026/27. The programme includes upcoming policy reviews such as the Tenant Engagement and Influence Strategy, Carbon Footprint Update, Housing Complaints Policy, and various ICT and Communications Policies. The Panel also noted the ongoing work of its task groups, including the Derelict and Untidy Sites Task Group, which presented its final report, and the Business Frontage Task Group. The Data Protection Task Group was noted as no longer required.

Anti-Social Behaviour (ASB) and Hate Crime Policy for the Housing Landlord Service

The Panel considered the new Anti-Social Behaviour (ASB) and Hate Crime Policy for the Housing Landlord Service. This policy aims to provide a clear and consistent approach to preventing, managing, and responding to ASB and hate incidents affecting Council tenants. It incorporates strengthened regulatory requirements from the Social Housing (Regulation) Act 2023 and addresses findings from the 2025 regulatory inspection and tenant feedback. The policy introduces a victim-centred approach, defined timescales for case management, and strengthened partnership working. Tenant feedback, gathered through focus groups and surveys, has informed revisions, particularly regarding communication, reporting routes, and support for victims. The Panel was asked to provide feedback and recommend the policy to Cabinet for adoption.

Consultation for Heritage Documents

The Panel received an update on the public consultation progress for a suite of heritage documents, including the Spalding Conservation Area Appraisal and Management Plan, Spalding Heritage Strategy, Holbeach Conservation Area Appraisal and Management Plan, and the S&ELCP Traditional Building Design Guide. While the formal consultation period had ended, the documents remained online for further comment. A noted concern was the lack of responses from Spalding town centre businesses, prompting further engagement. The Panel was informed that the Heritage Strategy and Traditional Building Design Guide are guidance-only documents. The Panel noted its comments and supported the proposed course of action, which involves further consultation, amendments, and submission to Cabinet for approval.

Extension of the Housing Landlord Strategy

The Panel considered a report seeking feedback on a one-year extension to the current Housing Landlord Strategy timeline. This extension is intended to align with ongoing service transformation, allow for deeper tenant engagement, and support the co-creation of a revised future strategy. The report highlighted progress following a Regulator of Social Housing inspection and the recruitment of a new Tenant Scrutiny Panel. Tenants consulted had expressed strong support for extending the strategy. The Panel noted the progress in delivering the strategy and recommended the revised, extended Housing Landlord Strategy to Cabinet for adoption.

Data Protection Policy and Records Management Policy

The Panel reviewed updated Data Protection and Records Management Policies, which have been revised to comply with the Data (Use and Access) Act 2025 and to align across the partnership. Key updates include a new statutory complaints process with a 30-day response deadline, a shift to proportionate searches for data requests, and a high-level approach to records management focused on accuracy, security, retention, and transparency. The Panel raised questions regarding data portability, the need for member training on data protection, and experiences with data protection breaches. The Council confirmed that insurance is in place and that a voluntary report to the Information Commissioner had been made in the past twelve months. The Panel recommended the updated policies to Cabinet for approval.

SHDC Markets Policy Review

The Panel reviewed proposed updates to the SHDC Markets Policy and the introduction of a new SHDC Severe Weather Policy. Key proposed changes to the Markets Policy include classifying traders as regular or casual, allowing casual traders to book pitches further in advance, introducing promotional fees for specialist events, and updating disciplinary procedures. The Panel was also advised of recent improvements in market performance, including a significant increase in trader attendance. The Panel noted the review of the draft policies and provided feedback prior to their consideration by Cabinet.

Terms and Conditions Alignment – Next Phase

The Panel provided feedback on proposals for Phase 2 of aligning terms and conditions of employment across the South & East Lincolnshire Councils Partnership. This phase involves replacing the Car Loan Policy with a partnership-wide policy and amending the Annual Leave (Time Off Policy) and First Aid Payment Policy. The report outlined forecast costs and proposed formal consultation with staff and recognised unions before implementation. The Panel sought clarification on forecast costs and the wording of the Car Loan Policy regarding recovery. They also raised concerns about the potential for a disproportionate increase in trained first aiders. The Panel's feedback on these proposals was noted.

Health and Safety Policy – General Statement of Intent and Arrangements

The Panel considered proposed amendments to the Council's Health and Safety Policy. The policy has been reviewed to ensure it remains compliant and fit for purpose, particularly as the South and East Lincolnshire Councils Partnership (S&ELCP) matures. The amendments aim to ensure a positive health and safety culture across the partnership. The Panel was invited to consider the draft policy and recommend it to Cabinet for approval.

Final Report of the Derelict and Untidy Sites Task Group

The Panel considered the final report of the Derelict and Untidy Sites Task Group. The Task Group concluded that the existing Derelict & Untidy Sites Policy was largely duplicative of existing statutory powers and did not demonstrably improve outcomes. They recommended retiring the current policy and replacing it with a concise, 2-3 page guidance signpost document for Members and Parish Councils. This document would outline how to identify issues, what information to gather, which service to contact, realistic timescales, and links to public reporting methods. The Panel was asked to consider the report, suggest amendments, and make recommendations to Cabinet.

Policy Development Panel Work Programme

The Panel reviewed its Work Programme, noting upcoming items such as the Tenant Engagement and Influence Strategy, Carbon Footprint Update, and various ICT and Communications Policies. The Task Groups, including the Derelict and Untidy Sites Task Group and the Business Frontage Task Group, were also discussed. The Data Protection Task Group was noted as no longer required. The Panel agreed to the proposed approach for updates on the SELCP Private Sector Housing Strategy, which will be added to the Policy Register. An additional meeting on 9 February 2026 for the Waste Policies follow-up was also noted.