URL: https://democracy.kent.gov.uk/ieDecisionDetails.aspx?ID=3094

Decision Maker: Cabinet Member for Community and Regulatory Services

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Proposed decision – To adopt Gypsy and Traveller Site Pitch Allocation Policy 2026.   Reason for the decision   -      The current policy is outdated and some parts are confusing, so the updated version explains the process more clearly, strengthens the checks and evidence needed, and brings the system in line with how housing allocations work elsewhere in Kent. It also helps ensure the council meets legal and data?protection requirements, reduces risks, and makes the process easier and more accessible for applicants, including those who may need extra support. Overall, adopting the new policy will help KCC manage its limited pitches better and make sure they go to those most in need.   Background   -      The Gypsy Roma Traveller (GRT) Resident Service’score role is to provide safe, well?maintained accommodation for GRT communities and act as a landlord for residents, ensuring sites are properly managed, pitches are allocated fairly, and communities are supported. The service carries out regular site visits, deals with unauthorised encampments on KCC land, and works with partners to help residents access support and services. -      The current policy was last updated in 2023, and feedback from staff, applicants, and partner organisations has shown that some parts of the process are unclear, difficult to follow, or no longer aligned with modern housing allocation approaches used by District and Borough councils.   Options (other options considered but discarded)   -      These amendments are Service led and have been identified as ‘continuous improvement’ based on feedback from staff applying the policy and feedback from residents. -      Other options could have been to do nothing, or to have kept the existing policy but offered clearer guidance or extra support to help people (staff and applicants) understand and use it. However this would not have provided improvements and it would not have tackled the underlying issues of fairness, clarity, and consistency.   How the proposed decision supports the Council’s Strategic Statement   -      The new Pitch Allocation Policy supports Reforming Kent because it focuses on being fair, efficient, and resident?focused, which are key priorities in the strategic statement. Reforming Kent emphasises putting residents at the heart of decisions, improving efficiency, reducing dependency, and making sure public money is used wisely. The updated policy does exactly that by creating an even clearer, more transparent process that ensures pitches are allocated fairly, based on need, and managed consistently across all KCC?run sites. It strengthens checks, reduces risks, and makes the system easier for applicants to understand, which supports the strategic aim of delivering services that provide good value and are fit for the future. Overall, the updated policy reflects KCC’s commitment to modernising how it works, improving fairness, and strengthening community wellbeing.   Equalities implications -       The Equalities Impact Assessment shows that the updated Pitch Allocation Policy has been carefully reviewed to ensure it is fair, accessible, and does not negatively impact protected groups. The assessment found no significant negative impacts for most groups, and highlighted several positive ones—such as clearer information, improved accessibility, and more support for applicants of different ages, abilities, and literacy levels. Where potential challenges were identified (for example, applicants with lower literacy or disabled applicants needing support), the EqIA sets out practical mitigating actions, including offering help with applications and making the process easier to understand.   -       The EqIA will be reviewed throughout the decision making process.   Data Protection implications -       A DPIA was required and has been completed. It is currently being reviewed by the DPO Support Team.         

Content: Proposed decision – To adopt Gypsy and Traveller Site Pitch Allocation Policy 2026.   Reason for the decision   -      The current policy is outdated and some parts are confusing, so the updated version explains the process more clearly, strengthens the checks and evidence needed, and brings the system in line with how housing allocations work elsewhere in Kent. It also helps ensure the council meets legal and data?protection requirements, reduces risks, and makes the process easier and more accessible for applicants, including those who may need extra support. Overall, adopting the new policy will help KCC manage its limited pitches better and make sure they go to those most in need.   Background   -      The Gypsy Roma Traveller (GRT) Resident Service’score role is to provide safe, well?maintained accommodation for GRT communities and act as a landlord for residents, ensuring sites are properly managed, pitches are allocated fairly, and communities are supported. The service carries out regular site visits, deals with unauthorised encampments on KCC land, and works with partners to help residents access support and services. -      The current policy was last updated in 2023, and feedback from staff, applicants, and partner organisations has shown that some parts of the process are unclear, difficult to follow, or no longer aligned with modern housing allocation approaches used by District and Borough councils.   Options (other options considered but discarded)   -      These amendments are Service led and have been identified as ‘continuous improvement’ based on feedback from staff applying the policy and feedback from residents. -      Other options could have been to do nothing, or to have kept the existing policy but offered clearer guidance or extra support to help people (staff and applicants) understand and use it. However this would not have provided improvements and it would not have tackled the underlying issues of fairness, clarity, and consistency.   How the proposed decision supports the Council’s Strategic Statement   -      The new Pitch Allocation Policy supports Reforming Kent because it focuses on being fair, efficient, and resident?focused, which are key priorities in the strategic statement. Reforming Kent emphasises putting residents at the heart of decisions, improving efficiency, reducing dependency, and making sure public money is used wisely. The updated policy does exactly that by creating an even clearer, more transparent process that ensures pitches are allocated fairly, based on need, and managed consistently across all KCC?run sites. It strengthens checks, reduces risks, and makes the system easier for applicants to understand, which supports the strategic aim of delivering services that provide good value and are fit for the future. Overall, the updated policy reflects KCC’s commitment to modernising how it works, improving fairness, and strengthening community wellbeing.   Equalities implications -       The Equalities Impact Assessment shows that the updated Pitch Allocation Policy has been carefully reviewed to ensure it is fair, accessible, and does not negatively impact protected groups. The assessment found no significant negative impacts for most groups, and highlighted several positive ones—such as clearer information, improved accessibility, and more support for applicants of different ages, abilities, and literacy levels. Where potential challenges were identified (for example, applicants with lower literacy or disabled applicants needing support), the EqIA sets out practical mitigating actions, including offering help with applications and making the process easier to understand.   -       The EqIA will be reviewed throughout the decision making process.   Data Protection implications -       A DPIA was required and has been completed. It is currently being reviewed by the DPO Support Team.          As Cabinet Member for Community and Regulatory services I agree to:   ADOPT the Gypsy and Traveller Site Pitch Allocation Policy 2026   DELEGATE authority to the Director of Growth & Communities to take all relevant actions and decisions necessary for its implementation, where such changes do not alter the intent of the policy and do not require further Member decision?making.   DELEGATE authority to the Director of Growth & Communities or other officer (as authorised through the Council’s Scheme of Delegation) as required to review the policy on an annual basis and revise the policy where changes do not require additional governance.  

Date of Decision: May 22, 2026