Agenda and minutes

There were no apologies for absence.

To appoint a Vice-Chairman of the Committee.

RESOLVED:

That Cllr Crisell be appointed as Vice-Chairman of the Panel.

To confirm the minutes of the meeting held on 22 January 2025 as a correct record.

RESOLVED:

The minutes of the meeting held on 22 January 2025 were confirmed as a correct record.

To note any declarations of interest made by members in connection with an agenda item. The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

There were no declarations of interest.

To receive any public participation in accordance with the Council’s public participation scheme.

There was no public participation.

To consider the performance data against KPIs identified in the Corporate Plan.

The Panel considered the Corporate Plan Key Performance Indicators for quarter 3 covering the period October to December 2024.

The Performance and Insight Manager presented the performance data and highlighted the 9 key performance indicators within the remit of the Housing and Communities Overview and Scrutiny Panel.

The Panel noted that the number of homelessness duty cases successfully prevented was amber within quarter 3, an improvement from the previous quarter.  It was explained that securing accommodation within the private rented sector remained challenging.  Work would continue with landlords and agents to prevent homelessness and reduce the number of families in emergency accommodation.  It was also highlighted that the number of households in external accommodation had shifted from red in the last year to green in this quarter.

A question was asked about the challenges of the availability of accommodation in the private rented sector in preventing homelessness and whether there had been engagement through the Private Landlord Forum.  In response, the Panel noted that private landlords were invited to the Private Landlord Forum and that officers had a good level of engagement with both private landlords and letting agents.

A Panel Member questioned how cultural activities would be delivered and the work associated with the Creative and Cultural Development Manager in the light that the member of staff fulfilling this role had left the authority and would not be replaced.  The Strategic Director Housing and Communities in response reported that work would continue to deliver cultural activities in the District.  The work on the Cultural Strategy would be completed by third party consultants and the priorities identified within the strategy would be delivered by key partners in the District, which was always the long-term intention in any case. The Manager’s departure has just accelerated the transition.  Discussions had already taken place with the Arts Council and partners regarding this. 

RESOLVED:

That Quarter 3 performance dashboard be noted.

To consider a proposed community lottery scheme to support local organisations.

The Service Manager Revenues, Benefits and Customer Services presented the report detailing proposals for a community lottery scheme which would provide additional support to local groups.  It was proposed to run alongside the community grant scheme.

The community lottery scheme could generate up to £67,000 a year based on the population of the district.  The proposed eligibility criteria were set out in the report.

A Panel member noted the time it would take to set up a community lottery scheme and questioned whether this was advisable in the light of local government reorganisation.  In response, it was noted that this had been referenced in the report and that it would provide an opportunity to support local community groups in both the short and longer term. 

Panel Members spoke in support of the community lottery scheme, recognising that funding streams available for local organisations was reducing.  Members noted that safeguards were in place to ensure that gambling was not a concern and that the set up costs were minimal.  There was no risk to the council financially in terms of minimum uptake.  It was expected that the small amount of annual running costs would be covered through claiming back of VAT.

In response to a question regarding children buying lottery tickets, it was confirmed that all tickets were purchased online and that the purchaser would be asked to confirm their age.  It was also confirmed that if someone wanted to purchase more than 20 tickets at a time, Gambling aware advice would be offered.

The Panel asked that if the lottery scheme were approved, that a review be carried out and reported back after one year of operation.

The Portfolio Holder for Community, Safety and Wellbeing reported he was fully supportive of the scheme and recognised the importance of supporting local organisations, when there was less grant funding.

RESOLVED:

That following be recommended for approval by Cabinet:

Part A:

1.     That a Community Lottery scheme be adopted to provide additional financial support to local organisations;

Part B:

1.     To request that officers approach an External Lottery Manager (ELM) to run the operational side of the lottery;

2.     To recommend the eligibility criteria for which good causes should participate in the lottery, as detailed in sections 6-9 of the report;

3.     To recommend the set-up costs of £5,200;

4.     To support the Chief Executive and S151 Officer as licence holders for the lottery and to approve appropriate policies and procedures; and

5.     That a report be presented to Housing and Communities Overview and Scrutiny Panel after 1 year for an update and a review of the scheme.

To consider and review the Safer New Forest Strategic Assessment for 2024.

The Service Manager, Community Safety & Support presented the Safer New Forest Partnership crime and disorder figures for 2023/24 and the priorities identified though the Strategic Assessment 2024.  This was a piece of work carried out on an annual basis and the data contained within the assessment had been used to shape and inform the partnership plan priorities for 2025/26.

There were 28 key crime types recorded in the assessment and out of these, there had been a reduction in 20 of the crime types with 1 remaining static which was positive news.  The recorded crime over the period showed an overall reduction in crime by 12% from the previous year, as well as, for example a 10% reduction in violence without injury.

It was highlighted that 32% of all violence without injury incidents and 35% of recorded violence with injury incidents related to domestic abuse.  It was recognised that the harm of domestic abuse was extended wider than that of the victim.  In the New Forest, it was estimated that between 7,085 and 7,418 individuals were subjected to domestic abuse in 2023-24.

Possession of weapons incidents, whilst relatively low, had shown an increase of 32 incidents from the previous year.  The highest areas being in Totton and New Milton.  However, data from November 2024 to January 2025, compared to the same period last year, showed a 24% reduction in weapons possession.

There had been an increase in reported occurrences of shoplifting by 172 incidents overall.  The highest occurring incidents being in New Milton and Totton, and there had been a reduction in recorded incidents in Lymington.  It was explained that an increase in incidents had been expected, due to all reports now being followed up with a visit from the police, whereas previously this had not occurred.

A Panel Member recognised that weapons and knife crime was widely reported on the national news and it was questioned what interventions were taking place in the District, particularly for young people to make them aware of the dangers of carrying a weapon.  In response the Service Manager, Community, Safety and Support clarified that the crime data in relation to weapons offences clearly showed that adults were responsible for two thirds of offences, rather than juveniles.  It was noted that young people in possession of knives and catapults was found to be a localised issue.  Work was taking place to address this with ‘Train the Trainer’ partner education sessions on the possession of weapons planned for April and May across the forest.  The success of this would be measured looking at the crime data in the local area and those taken through the Criminal Justice route.  This was just one strand of work being carried out to reduce weapons crime.  Members requested that feedback on the key findings of this intervention and preventative work be reported back to the Panel at a future meeting.

In response to a question about the support provided to local retailers in relation to shoplifting, it was noted  ...  view the full minutes text for item 44.

To consider the draft Domestic Abuse Strategy and Housing Landlord Domestic Abuse Policy.

The Panel considered the Domestic Abuse Strategy 2025-2028 & Housing Landlord Domestic Abuse Policy.  The Service Manager – Community Safety & Support highlighted the legislative background to the Panel where new duties had been placed on tier 2 authorities to cooperate with the lead local authority, as far as is reasonably practicable. 

Four key strategic priorities had been identified in the strategy, namely: awareness & early intervention, workforce development, high quality service provision and multi-agency working and pathway development.

The priorities within the strategy were aligned to Hampshire Domestic Abuse Partnership and were informed by the national Violence Against Women and Girls (VAWG) and serious violence duty. 

New burden funding of just over £70,000 had been allocated to the District Council as a result of the Domestic Abuse Act 2021.  Hampshire County Council had also provided a whole housing approach grant of £53,364 and work was taking place with Stop Domestic Abuse to provide a one-year co-located post to ensure that all victims and survivors of domestic abuse had access to appropriate support.

The Housing Antisocial Behaviour Manager reported that the NFDC Housing Landlord Domestic Abuse Policy supported meeting the priorities within the Domestic Abuse Strategy and detailed how the council as housing landlord would support victims and survivors of domestic abuse.  The policy proposed would increase engagement with housing tenants, ensure that staff were trained to recognise signs of domestic abuse and that they know how to respond, whilst assessing risk.

A Panel member raised the issue of respect to women and females and issues around access to online materials which could lead to an unhealthy view of relationships.  The Service Manager – Community Safety and Wellbeing recognised, this to be an issue and that there had been an increase in misogynistic behaviour.  Within educational settings, targeted work had been carried out over the last 12 months around healthy relationships.  This had been received positively by young people and it was anticipated that this work would continue as a result.

A question was asked about training within the housing service for staff, recognising there could be a link with, for example, noisy neighbours, antisocial behaviour and domestic abuse.  It was confirmed that training had been identified within the strategy as a priority and this was also recognised in the housing landlord policy.  Staff had been attending domestic abuse courses and there were processes in place and reports of domestic abuse needed to be responded to urgently.  It was also confirmed that there was appropriate support for members of staff, in terms of their welfare, and that there would be domestic abuse champions within each department.

A Panel Member recognised that private landlords would benefit from information on domestic abuse to enhance their awareness and well as how support could be accessed.  The Service Manager Community Safety & Support confirmed that work could be carried out with private landlords. 

A question was asked about the processes in place within the council to ensure that data was not inadvertently given to the perpetrator of domestic  ...  view the full minutes text for item 45.

To receive an update on homelessness.

The Panel received a presentation providing an update on homelessness demand and outcomes.  It was noted that the presentation provided at the meeting had been updated since the agenda had been published.

The Service Manager Housing Options and Tenancy Accounts reported that across the Southeast between 2023 to 2024 there had been a 19% increase in rough sleepers.  In the District, the number of rough sleepers continued to remain low with one rough sleeper identified in the Autumn 2024 physical count.  At present, there was one known rough sleeper who was being supported. 

The Government’s rough sleeper initiative, which had provided grant funding to the Council, had been extended for a further 12 months with the team refocussed and refreshed as an agile, experienced team of Homelessness Navigators.

The number of people in emergency accommodation continued to fluctuate daily.  On 7 March 2025, there were 60 families and single people in emergency accommodation, however on average there were 50 single people / families each night.

The figures for Homesearch and lettings was presented, noting that currently there were 2,060 people on the waiting list for social housing.  The main reasons for the risk of homelessness were as a result of landlords issuing Section 21 notices or people being asked to leave family and friends homes.  Housing rents had risen by an average of 7.4% and therefore finding new accommodation was increasingly challenging.

An update was provided on Ukraine and Afghanistan families.  There were currently 66 households in the private rented sector and 53 hosts housing 94 guests.

Work would begin to update the Homelessness Strategy using the support of an external consultant to research and identify gaps in services and develop new priorities.   The Panel would be asked to consider an updated Strategy at a future meeting.

Finally, it was noted that Homesearch application renewals were taking place to ensure accurate information was held for all applications and this would be used to determine the correct housing band.

To consider an update providing details of the energy performance monitoring in relation Penman House in Totton.

The Service Manager – Housing Maintenance Programmes and Servicing presented the report and highlighted that Penman House was the first Council scheme to be built to the Future Homes Standard, offering improved energy efficiency and reduced running costs to its residents. Environmental monitors had been installed in 6 of the flats in December 2023 and 12 months of data had now been collected in relation to heating, hot water, temperature and air quality and ventilation.  Resident engagement had also taken place to ensure that residents got the best out of the technology in their homes.

Penman House was an all-electric housing development.  Air source heat pumps (ASHPs) had been installed for all flats and these were supported by PV panels on the roof.  The ASHPs were running at between 250% and 300% efficiency.

The government recommended temperature indoor temperate be between 18-22 degrees.  The data received through the environmental monitors with the flats showed that residents had different levels of comfort of between 16-24 degrees within their flat.  The average energy bill was £55 per month.

Air quality and ventilation was monitored and the importance of air quality was highlighted as it had good health outcomes and wellbeing for people.  Stale air was associated with damp and mould.  The air quality monitored within the six flats was reported to be good with low risk of humidity.

The Panel noted that the report to be very clear and that the review after 12 months of opening demonstrated the success of the new housing development, with low bills for the residents’ bills as well as good tenant engagement.

RESOLVED: 

That the environmental and energy insights with resident feedback, as being a healthy, energy efficient building be noted.

To receive a progress report on the work related to the Social Housing Regulation Act.

The Assistant Director of Housing presented the report highlighting that it followed on from the over-arching report considered at the last meeting.  This detailed that a self assessment had been conducted of the housing services against the Regulatory Consumer Standards, identifying gaps.  As a result, a number of new or updated policies and procedures were proposed to ensure that there was a clear evidence base for the future review by the social housing regulator.  

The Panel were asked to consider the work centred around the transparency, influence and accountability standard, one of the consumer standards.  There would be reports on the other three standards at future meetings.  It was noted that the transparency, influence and accountability standard required the most work in order to fully comply with the standards, and therefore it was presented to the Panel at an earlier opportunity for scrutiny.

Actions plans were being developed and accessed with a RAG rating to identify which priority to give to the action – high, medium or low.  The recommendations were detailed in the report and the Panel noted that one referred to the principal of a tenant attending future scrutiny meetings, in order to express their views or challenge officer reports.

A housing tenant, Melvyn Utley, was in attendance at the meeting and he was introduced to the Panel and invited to speak by the Chairman.  He felt that there was good level of engagement from the council with housing tenants and that the District Council was a good landlord. He felt that tenants had an important role to play in policy formulation and spoke about possible future tenant involvement at future scrutiny meetings.  He reported that he saw himself not as a tenant representative, but was representative of the tenants.

A Panel Member sought to understand what Mr Utley, as a housing tenant considered to be a safe home.  In response, it was noted homes should be well maintained with, for example no damp or mould, that good services be provided, and that the wider community was a safe place to live.

A question was about tenant representation across the district, in terms of from different groups of people living within the properties, geographical spread as well as tenants from different types of properties.  The Assistant Director referred to the Tenant Accountability structure and the different types of engagement.  It was proposed that a Tenant Involvement Group (TIG) member or tenant representative attend the Panel to give a greater voice to housing tenants.  The membership of the TIG was broadly representative of the demographic make-up of the District.  It was also noted that work was being carried out to get to know housing tenants better, to make the council more visible within local communities and ensure that services responded to residents’ needs.  All tenants had a voice, and tenants were asked to respond to the tenant engagement survey.  All feedback was accessed and used to shape services for the future.

RESOLVED:

1.     That the Housing Department’s compliance against  ...  view the full minutes text for item 48.

An opportunity for the Portfolio Holder’s to provide an update to the Panel on developments within their portfolio.

The Portfolio Holder Community, Safety and Wellbeing provided an update on the following:

·       Environmental and Regulation: At the beginning of March, 667 food and safety inspections had been carried out with 21 high risk inspections left to complete.  Work was on target to complete all inspections by the end of March.  Last week the food team had received an alert about deserts manufactured in Manchester, which had been supplied to premises in the District which could contain listeria, which could be harmful if consumed.  The team had contacted 150 businesses, including nursing and care homes and day nurseries to provide advice and to ask them to discard of any products which might be contaminated. 

·       Environmental Protection: A public consultation exercise was being carried out on the draft Air Quality Strategy.  Almost 80 responses had been received to date.  The Panel were encouraged to promote the consultation and invite responses before the end of the consultation on 5 May.

·       Hardley Depot: This new facility had opened in February and taxi vehicle assessments could be carried out there.  There was a waiting area for the taxi drivers so they could view their vehicles being assessed.  It was also reported that waiting times for assessment had reduced. 

·       Arts and Culture: Work was continuing on the development of a cultural strategy with key partners including Folio, New Forest National Park Authority, Hampshire Cultural Trust and Culture in Common.  The strategy and action plan would build upon the key themes which had been identified.  A draft would be available in the summer for consultation.  The council had supported over 30 cultural throughout the year engaging over 17,000 residents. A meeting was to be held with Arts Council England to visit the New Forest at the end of March.

·       A new 3G sports pitch had opened at Testwood School in Totton, which had received funding from the council.  The facility was officially opened by Aaron Philps, MBE, GB Paralympic gold medallist and former Testwood School student.  The pitch had enhanced existing facilities for the school and wider community to use. Work would continue with the school and the partner clubs to ensure that the development plan outcomes were achieved, including seeing more girls playing football, cricket and rugby.

·       On 28 April there was a NAFALC event in association with the District Council which would provide a briefing to the town and parish councils on the topic of local government review.

The Portfolio Holder for Housing and Homelessness acknowledged the work of the housing team and recognised the importance of seeking the views of housing tenants.  He reported he would be visiting a number of housing developments under construction as follows:

·       Becton Centre Development:  This was a Vivid Homes development for 27 new affordable homes

·       Cala Holes Development, Fordingbridge: 42 new homes

·       Salisbury Road, Totton: 20 plus new homes.

To agree the work programme to guide the Panel’s activities over the coming months.

RESOLVED:

That the Work Programme be approved.