Agenda and minutes

To receive any apologies of absence and declarations of interest from Members

Apologies were received from C Anderson, Cllr L Martin-Haugh and Cllr S-J Potter.

There were no declarations of interest.

To approve as a correct record the Minutes of the meeting held on 21 June 2018

It was RESOLVED that the minutes of the Housing Management Advisory Board (HMAB) meeting held on 21 June 2018 are approved as a correct record and signed by the Chair subject to recording the presence in attendance of the following:

Cllr J Thomas – Housing, Health and Older People

Neil Baker – Community Development Manager

Rob Gregory - Assistant Director (Communities and Neighbourhoods)

Gill Laurence – Resident Involvement Officer

Guru Lota – Resident Involvement Officer

To receive the Revenue and Capital Quarterly Performance update

It was RESOLVED that the Revenue and Capital Quarterly Performance Update be deferred to the August meeting of the HMAB.

To consider the Housing Performance Quarterly Report

The HMAB received an update on Housing Service Performance for Quarter Four. The Corporate Performance and Improvement Manager made the following proposals for presentation of performance information:

1.         Printed overview report summarising performance status and key areas of focus

2.         Printed appendix of full set of measure results with comments

3.         On screen focus on measures not achieving target – additional graphical representations that help to present a picture of performance would also be available

The Corporate Performance and Improvement Manager highlighted the following benefits of the InPhase Performance Reporting on-screen presentation:

1.         The interactive functionality allows a variety of graphical and dynamic representations of measure status to be viewed

2.         The system provides latest updates regarding measures

3.         Environmental saving on printing of paper of approximately 24 pages per report

4.         The system enhances efficiency relating to officer resource

The Assistant Director (Direct Services) welcomed the use of the InPhase reporting system. Members were informed that in general, Voids and Repairs performance had improved over the past six months. There were still issues regarding re-letting of some void properties. It was indicated that the Council had a programme to re-design some bed sits so as to make them attractive to bidders. The re-development of sheltered housing schemes such as the properties in Kenilworth Close was part of the Council strategy on hard-to-let properties. The Assistant Director (Direct Services) assured Members that key performance indicators were subject to quarterly review by the Senior Leadership Team.

It was RESOLVED that the proposals for presentation of Housing Performance information be adopted.

To consider the Housing Revenue Account (HRA) Business Plan Quarterly update

The Housing Revenue Account (HRA) Business Plan update for the fourth quarter highlighted Housing Development, Housing Investment, Housing Management and Maintenance Services and Financial Assumptions.

It was RESOLVED that the Q4 Housing Revenue Account (HRA) Business Plan report is noted.

To consider the Major Flat Block Refurbishment Contract (MRC) update

The Capital Programme Manager informed Members that:

·         The Major Refurbishment Contract (MRC) mobilisation is progressing as planned and detailed design surveys have commenced

·         The contractors were working closely with SBC’s project managers to address the requirements of the Council and its residents

·         Pilot properties have been identified for blocks in Broadwater Crescent, Southend Close and Plash Drive and tenants of these blocks had been consulted

·         A communications strategy had been developed and was being implemented

·         Contract governance and reporting arrangements had been agreed and the teams are currently developing supporting documentation and process maps

It was indicated that work was scheduled to commence on 30 July 2018 at the Broadwater Crescent blocks and 08 August 2018 at Plash Drive.

It was RESOLVED that the MRC project team monitors the distribution of the information packs to ensure that all affected residents received up-to-date information.

To consider the Universal Credit Update

The Universal Credit/Welfare Reform update covered the background to Universal Credit (UC), timetable for implementation, impact on claimants, SBC position, impact of UC on rent arrears, support provided by the Department of Work and Pensions (DWP) and SBC and current initiatives by the Council.

Universal Credit first went live in Stevenage in February 2015 and the pilot involved single claimants. The full service roll out for new applicants and change of circumstance cases was due to commence on 03 October 2018. Members commended the work done to support those affected by welfare reforms. However, it was acknowledged that some Universal Credit recipients did not prioritise paying rent. Members sought clarification on issues of rent arrears and staff resources assigned to deal with the welfare reforms. In response to the questions, the Housing Operations Manager stated that SBC provided a home visit service to those claimants who required assistance in making claims or for discussion about financial matters. Members were informed that the Council worked collaboratively with Citizens Advice Bureau, the Department for Work and pensions and credit unions to support residents with rent arrears. The Council was involved in the anti-loan shark campaign and employment initiatives.

It was indicated that SBC staff intervene at the earliest signs of financial stress.  The Council considered eviction only as a last resort and in exceptional circumstances. SBC evicted less that twenty (20) tenants per year. Some of these tenants abandoned the properties before the end of the formal eviction process. Members were informed that the Council informed social services and other relevant authorities whenever tenants were evicted.  

It was RESOLVED that the Universal Credit/Welfare Reform update is noted.

To consider the Tenancy Agreement update

The Tenancy and Income Manager’s Tenancy Agreement update covered the background to the current tenancy agreement, issues that had driven the tenancy agreement review, parties involved in the review, main subject areas and key dates for the review. 

Members were informed that the last review had been done in 2013. The current review was aimed at addressing recent changes in housing-related legislation and other issues such as independent living, access to property, health and safety of staff, termination of tenancy and anti-social behaviour. It was noted that the proposed introduction of fixed-term tenancies was likely to affect the stability of some families.

It was RESOLVED:

1.    That the Customer Scrutiny Panel and resident forums be consulted on the tenancy agreement

2.    That consultation on the tenancy agreement be widened to include social gatherings such as the Teddy Bears’ Picnic at Hampson Park

3.    That the tenancy agreement clarifies that in relation to birds and vermin, the Council would not take action unless there was a real nuisance created

To receive feedback from Executive Meetings

It was RESOLVED that the feedback from the July Executive meeting be deferred to the August meeting of the HMAB.

To consider any other business consider by the Chair as urgent

THURSDAY 16 AUGUST 2018, 18.00, SHIMKENT ROOM 

Thursday 16 August 2018, 1800hrs, Shimkent Room