Test Valley Borough Council
Councillors:
43
Wards:
21
Committees:
17
Meetings (2026):
29
Meetings (2025):
92
Meeting
Overview and Scrutiny Committee - Test Valley
Meeting Times
Scheduled Time
Start:
Wednesday, 27th August 2025
5:30 PM
Wednesday, 27th August 2025
5:30 PM
End:
Wednesday, 27th August 2025
9:30 PM
Wednesday, 27th August 2025
9:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
27 Aug 2025
27 Aug 2025
Location:
The Annexe, Crosfield Hall, Broadwater Road, Romsey SO51 8GL
The Annexe, Crosfield Hall, Broadwater Road, Romsey SO51 8GL
Meeting Attendees
Officer
Director of Strategy and Innovation
James Moody
Expected
Officer
Head of Community Development
David Growcott
Present, as expected
Guest
Housing and Enivronmental Health Portfolio Holder
Agenda
1
Apologies
Minutes
Apologies were received from Councillors Adams King, Cattell, Leech and Matthews.
2
Public Participation
Minutes
There was no public participation.
3
Declarations of Interest
Minutes
There were no declarations of interest.
4
Urgent Items
Minutes
There were no urgent items.
5
Minutes of the previous meeting
To approve as a correct record the minutes of the meeting held on 16 July 2025.
Attachments:
- Document $$Minutes 18 Aug 2025
Minutes
Councillor Daas proposed and Councillor Parker seconded the motion that the minutes of the meeting held on 16 July be confirmed and signed as a correct record.
Resolved:
That the minutes of the meeting held on 16 July 2025 be confirmed and signed as a correct record.
Resolved:
That the minutes of the meeting held on 16 July 2025 be confirmed and signed as a correct record.
6
Call in Items
Minutes
There were no call in items.
7
Urgent decisions taken since last meeting
Minutes
There were no urgent decisions.
9
Digital Inclusion Panel Scope
To consider establishing a digital inclusion panel to understand how the council can make a positive contribution to digital inclusion and a demonstrable impact on digital poverty (20 minutes)
Attachments:
- Document Digital Inclusion Report 18 Aug 2025
- Document Digital Inclusion Annex 18 Aug 2025
Minutes
Consideration was given to a report of the Head of Strategy and Innovation which proposed the scope for a digital inclusion panel. The focus of the panel is to understand how the council can make a positive contribution to digital inclusion and a demonstrable impact on digital poverty as part of the commitments set out in the digital strategy.
By the Overview and Scrutiny Committee establishing a digital inclusion panel, it would add value to the council in developing its approach to digital inclusion. It supports the corporate priorities and values and would provide a basis for future citizen centred service design and delivery and for members to review the drivers, opportunities and added value that they could bring by undertaking this review.
A roundtable discussion was held on 13 August 2025 and a presentation shared, outlined some of the initiatives ongoing in the UK with the government, the Local Government Association and independent charities. The core themes around digital inclusion and digital poverty and potential areas for review were explored.
Members considered the areas and defined the scope of the panel, as outlined in the panel review scoping form included as an annex to the report.
The motion as set out in the report was proposed by Councillor Daas and seconded by Councillor Gidley. Upon being put to the vote the motion was carried.
Resolved:
1. That the proposal to establish a digital inclusion panel as set out in the panel scoping report attached to this report be approved.
2. That the membership of the panel consist of Councillors Gidley, Gillies, Hughes, Matthews, Parker and Yalden.
By the Overview and Scrutiny Committee establishing a digital inclusion panel, it would add value to the council in developing its approach to digital inclusion. It supports the corporate priorities and values and would provide a basis for future citizen centred service design and delivery and for members to review the drivers, opportunities and added value that they could bring by undertaking this review.
A roundtable discussion was held on 13 August 2025 and a presentation shared, outlined some of the initiatives ongoing in the UK with the government, the Local Government Association and independent charities. The core themes around digital inclusion and digital poverty and potential areas for review were explored.
Members considered the areas and defined the scope of the panel, as outlined in the panel review scoping form included as an annex to the report.
The motion as set out in the report was proposed by Councillor Daas and seconded by Councillor Gidley. Upon being put to the vote the motion was carried.
Resolved:
1. That the proposal to establish a digital inclusion panel as set out in the panel scoping report attached to this report be approved.
2. That the membership of the panel consist of Councillors Gidley, Gillies, Hughes, Matthews, Parker and Yalden.
10
Programme of Work for the Overview and Scrutiny Committee
To enable Members to keep the Committee’s future work programme under review (10 minutes)
Attachments:
- Document Work Programme - Report August 25 18 Aug 2025
- Document Work Programme - Annex 1 (Recovered) 18 Aug 2025
- Document Work Programme - Annex 2 18 Aug 2025
- Document Work Programme - Annex 3 18 Aug 2025
- Document Work Programme - Annex 4 18 Aug 2025
- Document Work Programme - Annex 5 18 Aug 2025
Minutes
The Chairman reported that the Test Valley District Commander will be attending the meeting on 26 November 2025 who will be updating the committee on the work of the police, crime figures and priorities. Members were requested to let the Chairman know if they have any specific areas that they wish him to cover.
A round table discussion was held on 13 October on Digital Inclusion and a scope for that panel would be discussed later in the agenda. A further round table on Project Management will be held on 3 September.
The Work Programme was updated as follows:
· The Homelessness Strategy presentation by the Portfolio Holder to be deferred to a future date.
· Community based approach to health item in January to include NHS and other relevant partners.
The Chairman updated members on the last Budget Panel meeting. Ahead of announcing the provisional settlement figures 2026/2027, the government has undertaken a fair funding consultation, which concluded on 15 August 2025. It is expected the outcomes of the consultation and a policy statement will be released in late September or early October. In light of this expected timescale The Head of Finance and Revenues in agreement with the Leader and Finance and Resources Portfolio Holder to defer the medium term financial strategy from the 1st of October to the 19th November. Councillor Matthews has also recommended that the budget panel meeting scheduled for 6 October be rescheduled to allow the panel to consider the latest position.
Councillor Parker explained that the Affordable Housing Panel - Supply and Demand has met on a number of occasions and had gathered a vast amount of information and statistics and went through the process to ensure the panel has all the information required. A further meeting will be held to look at the detail and discuss recommendations ready to be considered by the committee at its October meeting.
The motion as set out in the agenda was proposed by Councillor Daas and seconded by Councillor Budzynski. Upon being put to the vote the motion was carried.
Resolved:
1. That the current Overview and Scrutiny Work Programme (updated for August 2025), as shown in Annex 1 to the report, be approved.
2. That the update on Panels shown in Annex 2 to the report be noted.
A round table discussion was held on 13 October on Digital Inclusion and a scope for that panel would be discussed later in the agenda. A further round table on Project Management will be held on 3 September.
The Work Programme was updated as follows:
· The Homelessness Strategy presentation by the Portfolio Holder to be deferred to a future date.
· Community based approach to health item in January to include NHS and other relevant partners.
The Chairman updated members on the last Budget Panel meeting. Ahead of announcing the provisional settlement figures 2026/2027, the government has undertaken a fair funding consultation, which concluded on 15 August 2025. It is expected the outcomes of the consultation and a policy statement will be released in late September or early October. In light of this expected timescale The Head of Finance and Revenues in agreement with the Leader and Finance and Resources Portfolio Holder to defer the medium term financial strategy from the 1st of October to the 19th November. Councillor Matthews has also recommended that the budget panel meeting scheduled for 6 October be rescheduled to allow the panel to consider the latest position.
Councillor Parker explained that the Affordable Housing Panel - Supply and Demand has met on a number of occasions and had gathered a vast amount of information and statistics and went through the process to ensure the panel has all the information required. A further meeting will be held to look at the detail and discuss recommendations ready to be considered by the committee at its October meeting.
The motion as set out in the agenda was proposed by Councillor Daas and seconded by Councillor Budzynski. Upon being put to the vote the motion was carried.
Resolved:
1. That the current Overview and Scrutiny Work Programme (updated for August 2025), as shown in Annex 1 to the report, be approved.
2. That the update on Panels shown in Annex 2 to the report be noted.
10
Affordable Housing Panel - Service User Experience Final Report
To consider the findings of the Affordable Housing Panel – Service User Experience Panel (30 minutes)
Attachments:
- Document Housing Panel Report 18 Aug 2025
- Document Housing Panel Annex 1 18 Aug 2025
- Document Annex 2 Housing Panel 18 Aug 2025
Minutes
Consideration was given to a report of the Lead Member of the Affordable Housing Panel – Service User Experience which set out the learning, feedback and recommendations from the Affordable Housing – Service User Experience Panel.
Panel members gained an understanding of affordable housing, how this is delivered, how residents apply for affordable rented homes, the administration of the council’s housing register and the process residents go through to obtain and move into an affordable home as well as understanding the wider network of support available to those who need it.
The scope of the panel was agreed on 9October 2024 with a timeline that set out that the panel would report back to the committee in August 2025. The panel was chaired by Cllr Hasselman and included Cllrs Cattell, Gregori, Parker, Gidley, and Hughes. Cllrs Z Brooks and Andersen also attended panel meetings.
The panel met five times between December 2024 and July 2025; each panel session explored different topics with guest speakers attending two of the sessions.
The Affordable Housing Service User Experience Panel has undertaken a comprehensive review of the council’s housing register, allocation processes, and wider support services. Through engagement with partners and residents, the panel has gained valuable insight into both the strengths and challenges within the current system.
The recommendations set out in this report reflect the panel’s commitment to improving transparency, accessibility, and user experience. They aim to ensure that residents are supported not only in securing accommodation but in making a home—recognising that housing is more than bricks and mortar; it is the foundation for wellbeing, stability, and opportunity.
Councillor Gregori requested an additional recommendation around the collecting of quantitative and qualitative data to support evidence based policy and actions. Councillor Hasselman explained that the Housing Team do collect a huge amount of data which is set out in the report however she would be supportive of including a separate recommendation.
Councillor Daas was keen to ensure that the approach and opportunities of multi-agency working through hubs as mentioned in the report was highlighted and suggested adding this to the recommendations.
The motion as set out in the report plus amendment to Recommendation 1 and additional Recommendation 9 was proposed by Councillor Daas and seconded by Councillor Gillies. Upon being put to the vote the motion was carried.
Recommended to Cabinet
1. That the outcomes and following recommendations of the Affordable Housing, Service User Experience Panel be considered and contact with relevant local organisations be made to investigate the setting up of multi agency hubs.
2. Recognise the successes of Test Valley Borough Council, including its partnership approach being taken to support residents to access and sustain a home and use this as best practice to carry forward into local government reorganisation. Acknowledge the areas where the council performs well, fostering a culture of pride and recognition and identifying successful practises to document and carry forward into a new unitary authority. At the same time, commit to continuing to seek opportunities for improvement based on regular service user feedback.
3. Improve Housing Register Information and Accessibility - Review of all literature provided to residents about the housing register process, and the online system itself. This is important to ensure the information and process is clear, accessible, and user-friendly by incorporating easy-read formats, flowcharts and plain language whilst ensuring the online system is simple to use. This will support a more inclusive and transparent application experience for all users, especially those with vulnerabilities.
4. Enhance Property Advertisement Quality - Take steps to enhance the quality and clarity of property advertisements to support residents in making well informed bidding decisions and to help reduce property refusal rates. Improvements should explore accurate descriptions, more images and relevant property details.
5. Review Allocations Policy for Transparency - Review and consider some revisions to the current housing allocation policy to ensure it reflects a realistic, fair and transparent approach to rehousing prospects. This should include clearer communication of likelihood of receiving an offer of accommodation and wait times of those on the housing register to help manage expectations and improve trust in the system.
6. Share best practice with Registered Providers - Proactively engage with Registered Provider (RP) partners by sharing examples of best practice identified by the council and formally recognising areas of strong performance. Use this as a foundation to communicate the council’s ambition for continuous improvement for service users, inviting RPs to collaborate with the council to achieve this goal.
7. Sustain Support for Non-Statutory Services - Promote the value of non-statutory support services and initiatives as essential in helping residents access and sustain accommodation to prevent (repeated) homelessness Ensure ongoing commitment to funding these services through appropriate channels, such as the Homelessness Prevention Grant from MHCLG, to maintain their impact and continuity and to prevent residents from needing to access statutory services later on.
8. Uphold Rough Sleeping Pledge - Maintain and reaffirm the council’s pledge that no local person will experience rough sleeping without first being offered accommodation, and to ensure a housing provision, with or without support, is made available to single people.
9. Collect data, both quantitative and qualitative in order to support evidence based policy and actions – Quantitative data collected should refer to demographics of those involved in the process. This should be supplemented with qualitative data by using surveys and focus groups to gather feedback from service users. This should be done on a regular basis, such as every 6 months. Data should also be sought from our partners, who may carry out and gather their own service user feedback.
Resolved:
9. That recommendations 1-9 of the panel as set out above, be endorsed and recommended to Cabinet.
Panel members gained an understanding of affordable housing, how this is delivered, how residents apply for affordable rented homes, the administration of the council’s housing register and the process residents go through to obtain and move into an affordable home as well as understanding the wider network of support available to those who need it.
The scope of the panel was agreed on 9October 2024 with a timeline that set out that the panel would report back to the committee in August 2025. The panel was chaired by Cllr Hasselman and included Cllrs Cattell, Gregori, Parker, Gidley, and Hughes. Cllrs Z Brooks and Andersen also attended panel meetings.
The panel met five times between December 2024 and July 2025; each panel session explored different topics with guest speakers attending two of the sessions.
The Affordable Housing Service User Experience Panel has undertaken a comprehensive review of the council’s housing register, allocation processes, and wider support services. Through engagement with partners and residents, the panel has gained valuable insight into both the strengths and challenges within the current system.
The recommendations set out in this report reflect the panel’s commitment to improving transparency, accessibility, and user experience. They aim to ensure that residents are supported not only in securing accommodation but in making a home—recognising that housing is more than bricks and mortar; it is the foundation for wellbeing, stability, and opportunity.
Councillor Gregori requested an additional recommendation around the collecting of quantitative and qualitative data to support evidence based policy and actions. Councillor Hasselman explained that the Housing Team do collect a huge amount of data which is set out in the report however she would be supportive of including a separate recommendation.
Councillor Daas was keen to ensure that the approach and opportunities of multi-agency working through hubs as mentioned in the report was highlighted and suggested adding this to the recommendations.
The motion as set out in the report plus amendment to Recommendation 1 and additional Recommendation 9 was proposed by Councillor Daas and seconded by Councillor Gillies. Upon being put to the vote the motion was carried.
Recommended to Cabinet
1. That the outcomes and following recommendations of the Affordable Housing, Service User Experience Panel be considered and contact with relevant local organisations be made to investigate the setting up of multi agency hubs.
2. Recognise the successes of Test Valley Borough Council, including its partnership approach being taken to support residents to access and sustain a home and use this as best practice to carry forward into local government reorganisation. Acknowledge the areas where the council performs well, fostering a culture of pride and recognition and identifying successful practises to document and carry forward into a new unitary authority. At the same time, commit to continuing to seek opportunities for improvement based on regular service user feedback.
3. Improve Housing Register Information and Accessibility - Review of all literature provided to residents about the housing register process, and the online system itself. This is important to ensure the information and process is clear, accessible, and user-friendly by incorporating easy-read formats, flowcharts and plain language whilst ensuring the online system is simple to use. This will support a more inclusive and transparent application experience for all users, especially those with vulnerabilities.
4. Enhance Property Advertisement Quality - Take steps to enhance the quality and clarity of property advertisements to support residents in making well informed bidding decisions and to help reduce property refusal rates. Improvements should explore accurate descriptions, more images and relevant property details.
5. Review Allocations Policy for Transparency - Review and consider some revisions to the current housing allocation policy to ensure it reflects a realistic, fair and transparent approach to rehousing prospects. This should include clearer communication of likelihood of receiving an offer of accommodation and wait times of those on the housing register to help manage expectations and improve trust in the system.
6. Share best practice with Registered Providers - Proactively engage with Registered Provider (RP) partners by sharing examples of best practice identified by the council and formally recognising areas of strong performance. Use this as a foundation to communicate the council’s ambition for continuous improvement for service users, inviting RPs to collaborate with the council to achieve this goal.
7. Sustain Support for Non-Statutory Services - Promote the value of non-statutory support services and initiatives as essential in helping residents access and sustain accommodation to prevent (repeated) homelessness Ensure ongoing commitment to funding these services through appropriate channels, such as the Homelessness Prevention Grant from MHCLG, to maintain their impact and continuity and to prevent residents from needing to access statutory services later on.
8. Uphold Rough Sleeping Pledge - Maintain and reaffirm the council’s pledge that no local person will experience rough sleeping without first being offered accommodation, and to ensure a housing provision, with or without support, is made available to single people.
9. Collect data, both quantitative and qualitative in order to support evidence based policy and actions – Quantitative data collected should refer to demographics of those involved in the process. This should be supplemented with qualitative data by using surveys and focus groups to gather feedback from service users. This should be done on a regular basis, such as every 6 months. Data should also be sought from our partners, who may carry out and gather their own service user feedback.
Resolved:
9. That recommendations 1-9 of the panel as set out above, be endorsed and recommended to Cabinet.
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