Agenda and minutes

(Head of Research and Democratic Services)  To report the appointment of any substitute members for the meeting.

The Panel noted that there were no substitute members.

(Head of Research and Democratic Services). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

The Panel noted that there were no declarations of interest.

To note the minutes of the last meeting held on 30 April 2007.

The minutes from the last meeting were noted and agreed.

(Chairman/Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Panel and associated Work Programme. This is attached. The Panel are asked at each meeting to review both documents.

The Terms of Reference and the Work Programme were noted.

The Director of Housing amended item 3 of the work programme, the progress report on Decent Homes was to be given at the March 2008 meeting and not the 2007 meeting. The meeting also noted that it was thought appropriate that the Review of the Careline Service be considered by this Panel before it went to the Portfolio Holder, this would be brought to the Panel at a later date.

Panel to receive a presentation by officers.

The Principal Team Leader from Environmental Services introduced the presentation on the Private Sector Housing Renewal Strategy and the Empty Property Strategy 2007-09. The presentation was given in turn by the Principal Team Leader, the Environmental Health Officer and the Private Sector Housing Policy and CARE Manager. A copy of their presentation is attached to these minutes along with the Empty Property Action Plan and the Private Sector Housing Renewal Strategy 2007-09 Action Plan.

The Panel noted that the Cabinet agreed to the adoption of the strategies but that their full implementation be delayed until the views of the Housing Scrutiny Panel on the detailed Housing Assistance Policy be sought and pending a review of available resources.

The Environmental Health Officer was asked about compulsory purchase orders, and what would happen to someone living in that property when the order is made. She replied that if they were not lawful tenants they would be treated under the same rules as homeless people.

Asked about houses left vacant for 6 months or more, even though the owners might be in a protracted moving-in situation, the officer replied that under the scheme the house was technically empty, but really only houses left vacant for about two years or so would be considered.

            RESOLVED:

            The Panel thanked the officers for their informative presentation.

(Director of Housing) to consider the attached report.

The Assistant Head of Housing introduced the Housing Service Strategy on Rent Arrears. It was noted that:

• The Housing Portfolio Holder has still to approve the strategy;
• Item 4.6(d) – it was queried if the Council specified what ‘other steps’ would be taken to recover the debt incurred. The Assistant Head of Housing said that they did specify before hand (in writing) what the steps were. The ultimate sanction being to take restraint action, but they have never yet had to resort to this;
• Item 8.2 (b) mentions ‘older people’, the Panel would like a definition of what exactly an ‘older’ person is, it was know that they in fact fall into various categories and the Panel would like this definition included;
• Items 8.8 and 8.10 spoke of annual and quarterly rent statements. This was for people in arrears of £100 and over;
• Item 8.16 – housing staff now liased with housing benefit staff (once the applicant has signed a release form);
• Item 8.29 - the Panel were concerned that a three day notification period was too short – it was agreed that this period be reconsidered and extended appropriately.

ACTION:

(1)        To define the term ‘Older Person’.

(2)        Item 8.29 - that a three day notification period be reconsidered and extended appropriately.

The Assistant Head of Housing was asked if a tenant withheld some of their rent because they thought that they were getting an incomplete service, would the Council insist that they pay it regardless. He replied that they would investigate the circumstances and if the service was not being delivered that they would amend their demands accordingly, however if the service was being delivered then they would treat it as arrears.

Asked whether they could pay back any arrears by instalments, the Assistant Head of Housing said yes they could, they were very flexible about it.

            RESOLVED:

That the Housing Scrutiny Panel considered and endorsed the Housing Service Strategy and Rent Arrears.

(Director of Housing) to consider the attached report.

The Assistant Head of Housing introduced Housing Service Strategy on Anti-Social Behaviour. It was noted that:

• There were some changes to be made in respect of changing references to the Head of Housing Services to the Director of Housing;
• Item 8.51 – graffiti removal only refers to Council properties and that this should be clarified.

            RESOLVED:

That the Housing Scrutiny Panel considered and endorsed the Housing Service Strategy on Anti-Social Behaviour.

(Director of Housing) to consider the attached report.

The Assistant Housing Maintenance Manager introduced Housing Service Strategy on Energy Efficiency. It was noted that:

• The Government is committed to energy efficiency in housing and so is the Council;
• Council homes must meet the thermal comfort and heating criteria in the Decent Homes Standards by 2010;
• Currently the Council is focusing on the following improvements: Low energy lights, increase in loft insulation to 300mm, cavity wall insulation, boilers changed to grade ‘A’ rated ones and to install double glazing for all windows;
• Currently the Council is in ‘Band D’ of the Standard Assessment Procedure (SAP) Rating and the aim is to increase its rating;
• The Council will be trialing Solar power on one of it’s rural properties that has no access to mains gas;
• The Council is not currently trialing wind turbines as there is currently no government funding for this;
• Item 10.5 – noted that home energy packs are now mandatory for four bedroom properties.

            RESOLVED:

That the Housing Scrutiny Panel considered and endorsed the Housing Service Strategy on Energy Efficiency.

(Director of Housing) to consider the attached reports.

The Housing Resources Manager introduced the Housing Service Strategies on the Tenant Participation service and on Housing Information. These were to replace the existing strategies and take the Council up to 2010. She went through the strategies pointing out the updated sections to that Panel.

            RESOLVED:

That the Housing Scrutiny Panel considered and endorsed the Housing Service Strategy on Tenant Participation Services and on Housing Information.

(Director of Housing) to consider the attached reports. Appendices to follow.

The Director of Housing introduced the report on Housing Service Standards for 2007/08. This document brings together all the Housing Service Standards, producing a set of proposed Housing Service Standards that includes associated performance data for 2006/07 where applicable and available.  Also attached to the report was the recently reviewed Housing Charter, no changes were proposed.

It was noted that:

• The final standards would be published in a booklet format;
• The Housing Charter (Appendix 2) has been previously published and recently at the behest of the Housing Scrutiny Panel, a working group had been set up to  update that original document;
• Appendix 3 set out the proposed delivery of standards;
• It was suggested and agreed that the standards were reviewed by the Panel at their July meeting each year;
• Some of the standards were not measured as not all the standards needed to be.
• Item G5 (b) the performance number should be 9;
• Item G5 (c) the performance number should be changed from 0 to 1;
• Private Sector Housing Standards to be reviewed next year;
• Item HM10 – the wording to be altered to read “Remove clearly abandoned and potentially dangerous vehicles from…”;
• Item HM13 – to replace ‘X days’ with ‘two weeks’;
• Item HM15 is still to have figures put into the performance column;
• A further service standard be added to read something like “Housing Inspectors to randomly inspect work carried out by our contractors”;
• Item S1 – the nil figures relate to numbers not tested – the wording to be amended to make this clearer;
• Item S9 – Performance figures to be altered to read – Weekly 45, Fortnightly 71 and Monthly to 532;
• Item HS4 – standard to have ‘10 weeks’ inserted where ‘x’ is at present;
• The last bullet point on Appendix 2 to be extended and to check out if the CRE exists as a separate entity anymore;
• The full standards be brought  the secretaries attention of the Tenant’s Association and all EFDC Councillors.

ACTION: To check out if the CRE exists as a separate entity anymore

            RESOLVED:

That the Panel considered and endorsed the draft report to the Housing Portfolio Holder and the accompanying Housing Service Standards, the Housing Charter and the proposed ways of publicity, subject to the  comments/amendments noted above.

(Director of Housing) to consider the attached report.

The Assistant Head of Housing introduced the report  on the Review of the Housing Allocations Scheme. The Council is legally required to have an Allocations Scheme setting out the procedures for allocating its housing accommodation and making nominations to Registered Social Landlords (RSLs). Each year the Cabinet considers the Council’s Allocations Scheme and reviews any changes to it.

The Panel considered a report on proposed changes to the Allocations Scheme to take effect from 1 April 2008.

It was noted that:

• Under Appendix 1 reference number 8.5 the ‘increase of the amounts of household income plus assets (including savings and property equity) to £200,000’ and not £198,000 as stated;
• The survey of incentives offered by neighbouring authorities was undertaken;
• The CAB and the Tenants Federation had been consulted;
• The Panel requested that the scheme be expanded to enable it to be offered to anyone who wished to downsize to any size of property, providing the downsized property is in accordance with their needs;
• The scheme to be publicised more and to write to prospective applicants explaining the incentives;
• A summary of what  a S21 Notice is, be added to the reason for changes of Band 1 (c);
• The scheme to be amended to incorporate new DCLG draft changes once they become law.

The Panel wished to express their appreciation to the Assistant Head of Housing for his recent presentation given to all councillors on this scheme.

            RESOLVED:

(1)            That the Scheme be expanded to  enable it to be offered to anyone who wished to downsize to any size of property, providing the downsized property is in accordance with their needs; and

(2)            That the Scrutiny endorses the Review of the Housing Allocations Scheme report prior to consultation with registered social landlords operating in the District.

To receive a verbal update on the Choice Based Letting Scheme.

The Assistant Head of Housing updated the meeting on the Choice Based Letting Scheme. He informed the Panel that the scheme should go live week beginning 19 November 2007. All Members will be sent a copy of the housing pack, which will include a scheme user guide. During October and November they are carrying out a lot of consultation work (next week they are due to meet with the CAB). They are due to provide quarterly update on the Harlow Scheme, which has been running the scheme for about three years. There has been an average of 132 expressions of interest per property, 89.2% of which came from the Internet.

They were aware of the need not to exclude vulnerable people from the scheme. There will be a quarterly information bulletin set up that will be copied to all members.

            RESOLVED:

That the updating report was noted, and that further updating reports on the Choice Based Letting Scheme be brought to future meetings.

To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting.

The Chairman agreed to report briefly to the Overview and Scrutiny Committee all the reports considered at this meeting.

To consider the forward programme of meeting dates for the Panel. Next scheduled meetings dates are:

22 January 2007, and

21 April 2007.

The Panel agreed to change the date of the 21 April 2008 meeting to 18 March 2008.