Agenda and minutes

(Assistant to the Chief Executive)  To report the appointment of any substitute members for the meeting.

There were no substitute members reported.

(Assistant to the Chief Executive). 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.

Councillor Mrs Whitehouse declared a general personal interest in so far as she was scrutinising the same subjects as a County Councillor.

            RESOLVED:

That the notes of the meeting held on  23 March 2009 be agreed, subject to clarification being sought  on minute item 38 that stated that “…the Government only expected to exclude properties that conformed to all Government policies regarding council housing.” This did not seem to make sense.

In item 41, the second bulletin point should include the word “not” after the word “should”.

Gloria Osbourne of “In Touch Support” will be making a presentation at the meeting to discuss their service provision. Approximately one hour is being allowed for the presentation and discussion. The discussion will be followed by a buffet, (approximately half an hour).

The Chairman introduced Gloria Osbourne from the ‘In Touch Support’ organisation and Jo Grainger from Essex County’s ‘Supporting People’ team.

‘Supporting People’ was a major Government initiative on policy and funding for housing related support services which started in April 2003. These services included housing related support delivered to vulnerable tenants and applicants living in the community or in temporary accommodation.

In April 2007 ‘In Touch Support’ was appointed by the Supporting People Team as the service provider for the London Commuter Belt which includes Epping, Brentwood, Uttlesford, Chelmsford and Harlow.

Ms Osbourne told the Panel that ‘In Touch’ was a registered charity and was part of the Hyde Group (a major Registered Social Landlord). ‘In Touch’ currently provided support services across the Southern Home Counties, London and the East of England. They are entirely funded by the Essex Supporting People Team but have occasional access to grants from other charities.

They provide a short term service for vulnerable people at risk of homelessness and offer an individual service to people in their homes which would “float” off when the support was no longer required. Hence, they are also known as a floating support service.

They offered advice and support on housing related issues and provided links to other statutory and voluntary care and support services. They assisted clients to build up skills to manage their finances, help develop social skills and provide access to health and other professional services. They also:

• Provide support for up to twelve single homeless vulnerable people housed in Council accommodation who are provided with a ‘floating’ support worker until they have sufficient skills to live more independently;
• Provide support to vulnerable tenants throughout the District referred by Housing Management;
• Provide support to single vulnerable homeless applicants placed in bed and breakfast accommodation;
• Provide specialist support to residents in sheltered accommodation when the Scheme Manager requires additional assistance;
• Provide specialist support to residents in the Council’s homeless person’s hostel, Norway House, North Weald when managers need additional assistance; and
• Provide assistance to tenants who are moving to smaller accommodation, thereby assisting the Council’s aim to reduce under occupation.

Prior to receiving this service all tenants and applicants are referred through the ‘In Touch Support’ assessment “Gateway” to ensure that those in most need are supported and that the service is appropriate for the user. ‘Gateway’ staff determine eligibility, assess priority, hold, manage and prioritise the waiting list and monitor performance of partners and other providers.

‘In Touch’ provides support to all types of client groups. Their eligibility criteria is from the age of 16 onwards. Their oldest client was 92 years old. They also work with ex-offenders, people with substance misuse, people who are homeless or at risk of homelessness, young people at risk, people with HIV Aids or long term medical conditions such as MS and people with sensory and or physical disabilities.

People can access their services by self referrals, referrals from professionals, friend or family, from other agencies, telephone or  ...  view the full minutes text for item 4.

(Director of Housing). To consider the Older People’s Strategic Review Draft Recommended Report. J Grainger, Senior Review Officer for Supporting People, will also be present.

The Panel noted that Jo Granger from the Counties ‘Supporting People’ Team was attending the meeting to answer any questions on the Older People’s Strategic Review.

The Assistant Director of Housing (Operations), R Wilson explained that housing related support was funded through ‘Supporting People’.  That team had just undertaken a consultation exercise in which the following changes to the way the Scheme Manager Service was provided was recommended:

• That the Scheme Manager Service be provided by the ‘Hub and Spoke’ model, with the sheltered scheme being the hub and the support reaching out to older people in the community, like the spokes of a wheel;
• That the service be provided on a tenure neutral basis;
• That all service users will be assessed through the existing floating support gateway.

The Older People Strategic Review report outlined 10 key principles in section 3.1. The aim was to help ensure consistent service delivery. 9 of these 10 principles were already met by this Council; the one exception being point 6 that “Services should be available across the county and to everyone regardless of who owns the accommodation i.e. tenure neutral”. Section 3.2.2 of the report outlined why Hub and Spoke was the preferred delivery model and attached to the report was the officer response to the report. Since writing that response Mr Wilson had met with Ms Grainger and they had dealt with some of the issues raised in his response.  It was noted that Scheme Mangers and residents had been consulted and they agreed in general terms that the Hub and Spoke system was the best option. Scheme Managers were concerned about the impact the changes would have on their jobs they also felt the Supporting People Team should be more specific about the type of support they would be expected to deliver. Residents, via the ‘Sheltered Forum’ had some concerns about changes to services and the possible loss of sheltered accommodation. They were in favour of the ten key principles and believed that EFDC already operated the ‘Hub and Spoke Model’. Officers had concluded that this Council had been providing services in an effective and efficient manner and that they had already been working in the sprit of the ‘Hub and Spoke system’. The implementation date was flexible but the earliest would be April 2010. Residents who just received the basic Scheme Manager Service would not be referred through the gateway.

Ms Grainger added that the Older People Strategic Review had been continuing for about two and a half years across the county. The ‘Hub and Spoke’ was the preferred model. They will hold meetings with all councils before they implement any changes. It would not be a ‘big bang’ start, but would be a phased approach over time. The ‘Hub and Spoke’ system was spread out across England and not just Essex.

Councillor Mrs Whitehouse asked how the preferred model would work in practice. Mr Wilson this was a service the Council had been operating for some years. Over  ...  view the full minutes text for item 5.

The meeting then took a 20 minute break and reconvened in Committee Room 1.

(Director of Housing). To consider the Draft Homelessness Strategy (previously circulated), members are asked to bring along their copies of the draft Homelessness Strategy.

Mr Wilson introduced the strategy saying the Council were required to review and publish their Homelessness Strategy on at least a five year basis; however Members had wanted it reviewed every three years to keep it up to date. The draft Homelessness Strategy had been sent out to all Town and Parish Councils and all organisations with an interest in homelessness seeking their comments. The results of this consultation were tabled at the meeting. Any comments made by the Panel would also be added to these results.

The Panel noted that:

• Some minor typo’s were highlighted;
• On page 5, paragraph 5.6, Ongar Town Council would like an explanatory note on what “tenure neutral” means;
• Page 7, paragraph 10.3, the last sentence to be deleted;
• This strategy was to be approved by the Portfolio Holder and not the Cabinet;
• Page 9, paragraph 2.2 should read 5000 homes and not 5700. Also it should not be “affordable” but just read as ‘5000 homes’;
• Pages 10& 11, paragraph 1.5, the last line should read “estimated” additional 34 pitches.

Councillor Mrs Richardson commented on owner occupiers who had problems with their repayments. It was explained that the Citizen Advice Bureau (CAB) would advise on these difficulties. But she believed that the CAB was having problems with the volume of people asking for advice. Mr Wilson said that she was right; the CAB was having difficulties with the volume of people asking for advice in the current financial climate. This Council had a very effective homelessness prevention team, who worked in partnership with the CAB. They also offered advice through the homelessness prevention team. It would depend on the circumstances on how each case was dealt with. In the final analysis, the CAB’s problems were outside the council’s control. Mr Wallace, the Housing Options Manager, advised that the CAB were having problems nationwide, being inundated for advice. The Council had provided the local CAB with extra funds to increase their capacity.

Councillor Stallan said that in our literature and on the website people are advised to call on the council if they had problems. Mr Wallace said officers would look to see if this message was being put forward clearly enough.

Councillor Mrs Lea had the impression that homeowners should go to the CAB for help. It was pointed out that anyone threatened with homelessness could also approach the council for advice.

Councillor Wyatt asked if the council distinguished between intentionally and unintentionally homelessness with regards to family exclusions. Mr Wallace said that they did. The Council has a Mediator who assists with cases and had an 80% success rate in preventing this type of homelessness.

Councillor Wyatt queried a Housing Association (NACRO) who purchased houses and put in difficult tenants. Could the council assign areas where these houses were put? Mr Wallace said that they only owned one property outright in our district, and they did have 39 bed spaces in other areas.

In preventing homelessness, Councillor Mrs Richardson asked if the council would  ...  view the full minutes text for item 7.

1.         Terms of Reference and Work Programme (attached)

(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.

2.                              Shortage of affordable Housing Within the District.

This item has been brought to the Panel by Councillor Rose Brookes. She would like the Panel to consider how best to deal with the shortage of affordable housing within the District. The  Panel are asked to consider if this matter should be included on the Work Programme.

1.         The Terms of Reference and Work Programme were noted by the Panel.

2.         The item on the shortage of affordable housing within the District proposed by Councillor Mrs Brookes was considered by the Panel. They considered the option of adding it to their work programme or have a small sub-group look at this.

It was agreed that a sub-group be set up to consider the matter. Mr Wilson said that the Director of Housing was the expert on affordable housing and would be happy to attend the sub-group. This was last considered in 2006 when a report was produced by the Director Housing who looked at all the options for providing more affordable housing. This report could be updated and submitted to the sub-group. The Panel were reminded about the call for sites which is currently going on.

            RESOLVED:

1.                  That a sub-group be established to consider the Shortage of Affordable Housing within the District.

2.                  That the Sub-group consist of the following members: Councillors Mrs R Brookes, K Chana, Mrs A Grigg, Mrs J Lea and S Murray.

(Director of Housing) To consider the attached report.

The Assistant Director of Housing (Operations), R Wilson, introduced the Housing Key Performance Indicators report.  The targets for the KPIs were based on upon the most recently available national performance information. Annual Improvement plans were produced for each KPI to reflect year on year initiatives which are in place to achieve targets.

An item was tabled setting out the latest outcomes of LPI 07, 08, 09 and 10; all of which were being currently being met or exceeded. It was anticipated that these would continue to be met based on the changes that have been introduced as part of the on-going review of the DLO.

            RESOLVED:

That the performance of the Housing Directorate in relation to its Key Performance Indicators for 2008/09 be noted.

(Director of Housing). To consider the attached report.

Mr Roger Wilson introduced the annual report on Ethnic Monitoring. There was a requirement for an annual review of the ethnicity of applicants on the Housing register, compared with the ethnicity of those allocated accommodation. The review was to identify whether or not there were any indications to suggest the Council may be discriminating against any one ethnic group.

The statistics confirmed that the ethnicity of the applicant’s allocated accommodation is similar to those of different ethnic groups on the housing register. Also, when compared, there appeared to be no significant disparity between the ethnicity of applicants in need of sheltered accommodation in the District and those allocated sheltered accommodation.

It was evident from the analyses shown in the report that the ethnic make up of the Housing Register mirrored the allocation of the vacancies sufficiently for the Council to be confident that its Allocations Scheme does not racially discriminate, either directly or indirectly. Therefore no adjustments to the Allocations Scheme were recommended.

            RESOLVED:

That no recommendations be made concerning amendments to the Council’s Allocations Scheme due to ethnicity as current figures did not show a significant disparity between the ethnicity of applicants on the Housing Register and those allocated both general needs and sheltered accommodation through the Housing Register.

(Director of Housing) to consider the attached report.

The Assistant Director of Housing (Private Sector and Resources), Lyndsay Swan, introduced the report on the CARE (Caring and Repairing in Epping Forest) Handyperson Scheme. The scheme was funded jointly between Essex County Council’s Adult Social Care and Community Wellbeing (ASC&CW) who contribute £11,417 and Epping Forest District Council who pay for the work. The Council’s current budget for the Handyperson Service work was £12,250. Currently the service is free of charge and clients can have work undertaken up to a maximum of £150, provided they are on means tested benefit. Those not receiving benefit pay in full for the work. They can only use the service once in any one calendar year. The work is carried out by local private contractors from CARE’s preferred contractors list.

The qualifying criteria had not been reviewed for some years and they had found that £150 did not cover the cost of work being carried out (this has not increased sine 2003). Officers have analysed the service provided in the past few years and using this data have drawn up new draft recommendations to update the criteria. The draft recommendations had been put to the Tenants and Leaseholders Federation who raised no objections and also went to the CARE Advisory Panel who also raised no objections.

            RESOLVED:

That the following revised criteria for the CARE Handyperson Scheme be agreed and recommended to the Portfolio Holder:

(i) That the number of jobs that can be carried out be increased to a maximum of 3 times a year with applications being at least 3 months apart;

(ii) That the cost limit is increased to a maximum of £250 in any application but no more than £400 be allowed in any one year;

(iii) That the remit of qualifying works be extended to:

·         Plumbing (e.g. tap washers, toilet cisterns, ball valves, overflow, provision of lever taps);

·         Remedial carpentry;

·         Minor electrical works (Renewing light bulbs, fitting battery operated smoke detectors);

·         Glazing;

·         Security works (window/door locks);

·         Curtain rails;

·         Minor tiling;

·         Falls Prevention and safety works (fixing carpets, lowering cupboards, putting up shelves);

·         Small roof and guttering jobs that can be carried out within the cost limits, bearing in mind Health and Safety considerations;

·         Small works to assist in the early release from hospital (although within the scope of the Service it may not be possible to carry out emergency works).

(iv) That following works be excluded from the Scheme:

·           Decorations;

·           Work to gas installations;

·           Fencing;

·           Electrical appliances (e.g. kettles, cookers);

·         Gardening (except clearing paths for access where safety is a consideration);

·           Window cleaning;

·         Roofs and guttering works involving scaffolding or extensive Health and Safety measures; 

·         Small works to common parts (except in exceptional circumstances where permission is given by the freeholder)

(Director of Housing) To consider the attached report.

The Assistant Director of Housing (Private Sector and Resources), Lyndsay Swan, introduced the review of the private sector housing renewal strategy 2007-09. The current strategy expires in 2009; it was implemented in April 2007.  Local authorities have a legal duty to consider the condition of their private sector housing stock in terms of statutory responsibilities and the provision of assistance with housing renewal.

The strategy included an action plan which the Panel considered and agreed. It also contained a detailed review of the Private Sector Assistance Policy, a summary of the Empty Property Strategy including a review of its success and a review of the houses in multiple occupation, which the Panel noted.

It was noted that the new strategy could not be developed until officers had carried out a new housing condition survey, this should take about a year and they hoped to start in early 2010.

            RESOLVED:

That the Panel noted the outcome of the review of the current Private Sector Housing Renewal Strategy.      

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

The Panel considered that the following items should be reported verbally to the next Overview and Scrutiny Committee meeting:

a)     In touch support;

b)     Older people’s strategic review – response to consultation;

c)      Draft homelessness strategy;

d)     Setting up of a sub-group to look into affordable housing in the district;

e)     The renewal of the private sector housing renewal strategy.

The next programmed meeting of the Panel will be held on Thursday 29 October 2009 at 5.30p.m.; and then on:

Thursday 21 January 2010 at 5.30p.m.; and

Thursday 25 March 2010 at 5.30p.m.

1.         The dates of the Panel’s future meeting were noted.

2.         Due to unavoidable clashes with other duties the Chairman asked that two of the future meeting start at a later time. The Panel agreed that the following meetings now start at 7pm. They are the 21 January 2010 meeting and the 25 March 2010 meeting.