Agenda and minutes

To confirm the minutes of the meeting held on 11^th September 2019.

The minutes of the meeting of the Board held on 11^th September 2019 were confirmed as an accurate record.

All members will make a declaration at each meeting if they have an interest in any item of business on the agenda which would affect them more than tenants or residents of the ward(s) affected generally.

No declarations of interest were made.

A report of the Head of Landlord Services to update the Board on the implementation of the policy thus far.

The Head of Landlord Services submitted a report for the Board reviewing the implementation of the Disabled Adaptations Policy since last year.

The Board was advised that there had been several changes to the policy, including some that were significant. These were read out to the Board for their comment.

In regard to performance the Board was advised that whilst performance had improved, there was expected to be an increase in the current completion time of 63 days from the Occupational Therapist recommendation to completion of work as a number of cases that had formed a backlog were due to enter the completion figures. 

RESOLVED

1.    That the Head of Landlord Services would ensure that clear information about who to contact for adaptation requests was available on the Council’s website.

2.    That the useful contacts list issued to tenants would be updated to contain the number for disabled adaptation requests. That the information contained in the new Disabled Adaptations Policy would be sent out to tenants via the Your Homes Matter magazine when Cabinet had approved the policy.

Reasons

1.    To ensure that the information is widely available and easy to access for members of the public and Council tenants.

2.    To provide them with helpful information and make it easier to contact the right person as well as informing all tenants about the policy.

A report of the Head of Strategic and Private Sector Housing to provide the Board with an update on the revised allocations policy.

The Head of Strategic and Private Sector Housing submitted a report for the Board with an update on the Council’s revised Housing Allocation Policy.

The Board was advised that a review of the Housing Allocation Policy had taken place in 2017 which had included several consultation events. The revised policy now focused on “housing need” and the policy had been amended from 4 bands to 3. The Board was advised that more information about the bands was provided in the guide provided.

One of the concerns raised by the Board was the lack of paper forms provided for applicants and the move to an online system. The Board was advised that there had been a change to the system and applicants could apply either online, via a home visit or by completing the form over the phone with an officer.

RESOLVED

1.    That the Head of Strategic and Private Sector Housing will ensure that guidance provided for applicants by all staff includes all the different ways applicants can apply.

2.    That the information be noted by the Board.

Reasons

1.    To make sure that information provided to applicants is correct and applicants are fully informed about the applicant process and their options.

2.    To acknowledge the Board’s consideration of the item.

A verbal report of the Head of Strategic and Private Sector Housing to advise the Board of progress regarding the Council’s sheltered housing stock.

The Head of Strategic and Private Sector Housing provided a verbal update for the Board on progress made with the review of the Council’s sheltered housing stock.

The Board was advised that the Head of Strategic and Private Sector Housing had attended the Senior Citizens Forum to discuss their aspirations for their scheme, which would feed into the new sheltered housing standard that would be used to review schemes against.  The standard would reflect the one recently used in the development of Riverside to ensure there was a consistency over all the schemes but acknowledging that not all schemes would be able to provide all aspirations due to their construction etc.

A Project Manager had now been procured for the Review of the Schemes.

A report would be presented at the January meeting of the Cabinet to approve the prioritisation of the Schemes to meet the Sheltered Housing Standard, a Communication Strategy, a Decant and Home Loss Policy and the recruitment of the Resident Engagement Officer.  Once approved consultation would take place with the residents of the Schemes and Ward Councillors would be invited. The Resident Engagement Officer will be a single point of contact for residents and families throughout the review and delivery of the Sheltered Housing improvements.

RESOLVED

1.    That the Ward Councillor(s) be included in the consultation process and be informed when work starts in their ward.

2.    That an update on the scheme to be provided to the Board at its meeting on 25th March 2020 with a list of the proposed schemes to be renovated first.

Reasons

1.    To keep the Ward Councillor up to date so they can advise residents in their ward.

2.    To allow the Board to be kept up to date on this matter.

A report of the Head of Landlord Services to advise the Board on the Council’s current void properties and progress regarding improvements.

The Head of Landlord Services submitted a report for the Board to update them on the Council’s current void properties and progress regarding improvements.

The Board was advised that currently the standard voids were on target but there was improvement to be made on the major void works. The internal cross departmental group continued to meet to discuss actions and monitor progress.

Some of the ideas to decrease the void times were to start work once a termination had been received by the team as well as advertising properties earlier to ensure a quicker turnaround of the property.

The Board was advised that the void standard had been updated and included more criteria to create a higher standard. The enhancements to the standard were highlighted to the Board for comment.

RESOLVED that the report be noted with the comments from the Board.

A report of the Head of Landlord Services providing the Board with the draft budgets for 2020/2021 for comment.

The Head of Landlord Services submitted a report to the Board for consideration and comment of the draft budget for 2020/2021.

The Board was advised that two service pressures had been identified:

1.    Procurement of the Mobysoft RentSense software to help support officers with the increase of tenants moving over to Universal Credit. It was anticipated that the workload for the officers will increase and this software would help to alleviate some of their workload as well as help to identify tenants in need of extra support.

2.    Extension of the Universal Credit Officer for a further two years to help assist with the migration of additional tenants over to Universal Credit. The Board was pleased to see this but felt that an additional officer should be put in place to deal with the increase in tenants migrating over. They felt strongly that there needed to be sufficient resources in place to support the tenants moving over to Universal Credit and did not feel that one officer was sufficient. The Board was advised that the situation would be closely monitored and there was an additional Tenancy Support Officer being recruited to help the team going forward.

The Board was also advised that there would be an increase in rent in line with the Government’s rent policy for 2020 which would mean an increase of 2.7%. This raised some concerns with the Board as tenants were already struggling to meet their rents due to changeover to Universal Credit.  The Head of Landlord Services advised that the increase would be eligible for universal credit.  

The Board discussed the introduction of Universal Credit thus far and their concerns over the process of paying rent in arrears. The Board was advised that the current system of offering four rent free weeks spread out over the year was a well-known mechanism which tenants were familiar with, so the Council was apprehensive to change this.

The Council’s garage sites review was also highlighted by the Board as it was currently underway and could provide additional housing units for the Council’s housing stock. This idea was being explored by the Housing Team and would be considered.

RESOLVED

1.    That an update of the Council’s garage sites review be provided to the Board as soon as it is available.

2.    That the concerns and views of the Board in relation to the need for additional Universal Credit Officers be fed back to the Cabinet.

Reasons

1.    To keep the Board up to date with this matter.

2.    To ensure that the Cabinet is aware of the Board’s concerns.

To enable the Board to ask questions, if any, on the performance information pack sent out with the agenda for this meeting.

The performance information pack was presented to the Board for comment and consideration.

It was highlighted that the number of complaints in the Bellfoundry Estate had decreased. This was due to hard work from officers across the Anti-Social Behaviour Teams in the Council. The Board was advised that there was a monitoring system in place for complaints to ensure that improvements were continuous.

RESOLVED that the information be noted.

In accordance with the Board’s decision members of the Board were asked in advance of this agenda being published whether they had any questions on matters within the remint of the Board that they wished to ask, for response at this meeting.

On this occasion no questions were submitted.

In accordance with the Board’s decision at its meeting on 22nd March 2017 (HMAB Minute 24.1), members of the Board had been asked in advance of the agenda being published whether they had any questions on matters within the remint of the Board that they wished to ask, for response at this meeting.

On this occasion no questions had been submitted.

A report of the Head of Landlord Services to enable the Board to review and agree its Work Programme.

For information further meetings of the Board are scheduled as follows in 2019/20:

Wednesday 15^th January 2020 at 4.30pm.

Wednesday 25^th March 2020 at 4.30pm.

Wednesday 13^th May 2020 at 4.30pm.

Wednesday 15^th July 2020 at 4.30pm.

Wednesday 9^th September 2020 at 4.30pm.

Wednesday 11^th November 2020 at 4.30pm.

The Board received a report of the Head of Landlord Services to enable the Board to agree its Work Programme (item 11 on the agenda).

Members of the Board could identify matters that they considered required looking at over the next few meetings of the Board, including any already listed on the Work Programme but not yet scheduled. Officers present could provide advice as to whether items might be appropriately considered at the time proposed.

RESOLVED

1.    That the Scooter Policy and guidance be added to the Board’s Work Programme for its meeting in January 2020.

2.    That an update on the budget process be added to the Board’s Work Programme for its meeting in January 2020.

3.    That an update on the Council’s Sheltered Housing Review be added to the Board’s Work Programme for its meeting in March 2020.

4.    That an update on the Council’s garage sites review be added to the Board’s Work Programme for its meeting in March 2020.

5.    that the Board’s Work Programme be updated to reflect all decisions made above and earlier in the meeting.

Reasons

1.    So that the item can be considered by the Board.

2,3,4To ensure the Board are kept up to date with this matter.

5.    To ensure that the information in the Work Programme is up to date.