Agenda and minutes

The Chairman will read the following announcement:

“I would like to remind everyone that this meeting will be filmed live or recorded, and uploaded to the internet and will be capable of repeated viewing.

Therefore, by participating in this meeting, you are consenting to being filmed and to the possible use of those images and sound recordings.

If any public speakers on MS Teams do not wish to have their image captured, they should ensure that their video setting throughout the meeting is turned off and set to audio only.

Members and public speakersare reminded to turn on their microphones before speaking and turn them off when they have finished.”

The Chairman reminded everyone present that this meeting would be recorded and that the Council had adopted a protocol for the webcasting of its meetings.

To report the appointment of any substitute members for the meeting.

The Committee noted that:

Councillor Amos had been appointed as substitute for Councillor Sharif and Councillor Burrows had been appointed as substitute for Councillor Yerrell

To declare interests in any item on this agenda.

There were no declarations of interest pursuant to the Council’s Members’ Code of Conduct.

To agree the notes of the meeting of the Select Committee held on 19 March 2024.

RESOLVED:

That the notes of the Place Scrutiny Committee held on 3 March 2024 be taken as read and were agreed as a correct record.

To consider, comment and propose any amendments to the Terms of Reference of the Work Programme, for consideration and approval by The Overview and Scrutiny Committee,

Resolved:

The Communities Scrutiny Committee agreed to propose that the Community Lottery should be considered by the Committee and noted the agreed the work programme.

Action (1)  relevant items submitted to the Members Bulletin should be circulated to Mr Davies – Laura Kirman

To consider and comment on the approach to Housing Energy Efficiency Retro-fit.

John Taphouse ,  , provided an overview of the planned approach to improve the energy efficiency of the Council’s housing stock, which had two key phases: Phase 1  all housing properties would be in SAP band C or above by the end of  2030/31 and Phase 2 to be  ready for net zero by 2050 and all the homes we provide will be affordable to heat using decarbonised energy.

It was estimated that there were 2,374 homes below SAP band C. The initial measures would provide quick wins and would prioritise minimising fuel bills. The necessity to consider appropriate ventilation was highlighted. The customer experience was a key consideration to ensure the retro fit programme was completed.

Phase 2 would require further consideration, closer to 2030 to determine affordable solutions that achieved the highest minimum level of energy efficiency.

The Committee welcomed the report and confirmed that it supported the key principle for Phase 1 should be to minimise fuel bills. 

The Committee were advised that grant funding estimates were based on the current level of 45%, the 30 year HRA Business Plan did make assumption on improving energy efficiency over the next 10 years and there were no indicative figures yet for the costs of Phase 2. The  most cost effective way would be used to get properties to SAP Band C, and this would be modelled for specific properties  and that technological advances would be considered throughout the programme. Standard specifications for specific materials as part of the retro fit would be developed

Cllr Bedford, Housing Portfolio Holder, advised the Committee that the service was being proactive, and boilers would not be on sale beyond 20235, this was a consideration for the replacement of boilers. He also suggested that a baseline figure for energy costs should be included in the report.

Resolved:

The Committee comended the report to Cabinet.

To consider and comment on the report on Housing and Property Service Performance and on the report on Tenant Satisfaction Measures.

Surjit Balu, Interim Director of Housing, highlighted some of the key work that had been carried out by housing and property services over the previous year and advised that the report was structured into three key areas, performance, compliance and tenants’ satisfaction. Specific details of each area were presented as shown in the report.  Updated information from Housemark gave comparative data with others in the sector, that showed the overall satisfaction from customers in Epping was at 75% in comparison to the average for local authorities at 65.7%.

The Committee raised concerns on the time properties were void and the impact for potential tenants and loss of income and were advised of the process of reletting and works required. Pre void works and processes were being developed with Qualis. The service performed well in relation to other social housing, although it was acknowledged that there was a differential with private sector housing. The Tenants & Leaseholder Panel had requested the presentation of KPI data, including voids, at future meetings.

Clarity was provided to the Committee that the Housing Management Target in relation to complaints received and resolved, related to how well the services performed in relation to the complaints process, and the performance was 94%.  The tenants satisfaction survey indicator was a perception indicator and reflected how satisfied individuals were with how the complaint was handled, the level of satisfaction was 36% , this was above the benchmark median of 33%.

acknowledged the progress made and the positive position of the Council in relation to compliance.

The Committee suggested that some estate management teams seemed overwhelmed, Officers advised that teams had be restructured into a north south split and the response to ASB had been changed. It was acknowledged that caseloads could be challenging, and some customers had complex needs. The services were now operating with a full establishment and resident engagement officer role was being advertised.

Resolved:

The Committee provided comment and noted the report

To consider and comment on the presentation from Qualis Property Solutions.

Ben Johnson, Managing Director of Qualis, provided an overview of the performance of Quals Property Solution for the last 6 months and noted that in future the years the year end for performance reports would align with the Council. The presentation focused on the achievements, challenges, performance for a range of measures, complaints and compliments, call handling, and business plan and the next 12 months, as detailed the agenda.

The Committee noted the positive element of performance around the speed of call handling and number of compliments, and requested qualitative data on compliments.

The Committee were advised that:

·         Qualis worked with existing volunteer schemes, local charities and organisation,  and that there were strong education links with New City College, around apprenticeships and that the organisation had supported developing interview skills with secondary schools.

·         Three satisfaction surveys with HRA tenants had been completed and this allowed performance to be tracked.
The Handy person and Garden Care Scheme  had previously been provided by Voluntary Action Epping Forest (VAEF). 1 Handyperson and 2 Gardeners had transferred to Qualis and provided a service for vulnerable people who were unable to do the works themselves, that fell outside the repairs remit.

·         Recruitment and retention was important and there had been challenges in relation to recruitment, but had settled.  The use of were sub-contractors was limited and 100% of grounds, 95% of repairs, 100% of gas servicing, and approximately 75% of planned works were provided by in house staff

·         The position of Qualis in relation to Trade Unions remained unchanged.

·         Clarified the reported position on voids was an average, across all the different categories of voids, a breakdown of the different categories was disused as part of the core meetings with EFDC.

Resolved:

The Committee provided comment and welcomed the report.

To note that the next meeting of the Communities Scrutiny Committee will be held at 7.00pm on 24 Septemebr 2024.

RESOLVED:

The committee noted the date of the next meeting would be held on 24 Septemebr 2024 at 7:00pm.