Agenda and minutes

To receive apologies for absence and declarations of interest

Apologies for absence were received from F Plumridge, C Miller and Cllrs L Kelly and S-J Potter.

There were no declarations of interest.

To approve as a correct record the minutes of the Housing Management Advisory Board (HMAB) meeting held on 16 August 2018.

It was RESOLVED that the minutes of the Housing Management Advisory Board (HMAB) meeting held on 16 August 2018 are approved as a correct record and signed by the Chair.

Update on Actions

Actions from the previous meeting were all complete or as detailed below.

To receive update from Executive meetings

The Executive Portfolio Holder (Housing, Health and Older People) informed the Board that the September Executive meeting had discussed a number of finance items including Community Infrastructure Levy (CIL), Council Tax Support (CTS) scheme for 2019/20 and General Fund and Housing Revenue Account (HRA).

The Executive Portfolio Holder announced that there had been positive feedback from the Voids team regarding the recent move from Cavendish Road Depot to Daneshill House.

It was RESOLVED that the update is noted.

To receive Housing All Under One Roof update

The Assistant Director (Housing and Investment) provided an update on the Housing All Under One Roof (HAUOR) programme. HMAB members were informed that:

·         The Transformation of Housing Advice and Homeless project phase had been completed

·         New Housing Supply and Housing Options teams are in place

·         Recruitment of managers of the for the Homelessness team was underway

·         All Housing Operations Manager positions had been filled

·         Review of the Tier 5 structure was at the project planning phase

·         Motivational Interview and customer services training had been arranged for officers

·         Homelessness team’s policies and procedures had been reviewed to ensure compliance with the Homeless Reduction Act

·         Recent figures showed a fall in staff sickness levels for the Housing and Investment team

·         Sheltered scheme lettings were now being handled by Supported Housing Officers

·         The Tenancy Support team had successfully transitioned to mobile working. This was aimed at reducing duplication of work and freeing up staff time

·         The Council was now using Northgate’s Supported Housing Module

·         A Northgate self-service module had been purchased

·         The Council had commissioned health checks on the Northgate system

It was indicated that a customer service training provider had been selected. Staff training was due to commence shortly. The Housing and Investment team was available to facilitate telephone consultations between Members and the training provider so as to provide insight on resident priorities and shape the training sessions. Members were informed that project documents would be used to monitor the progress of the business unit restructuring.

It was RESOLVED:

1.         That Members contact the Assistant Director prior to commencement of the customer service training sessions

2.         That the Assistant Director circulates the project initiation documents to the HMAB

To receive Repairs and Voids update

Prior to the meeting, the Chair had been informed that there were no significant repairs and voids issues to report. The HMAB had also received apologies for absence from the Assistant Director (Stevenage Direct Services).

It was RESOLVED that the Repairs and Voids update be deferred to the next meeting.

To review the DRAFT Tenants Annual Report (Housing Matters) and consider future publicity options

The HMAB considered the Draft Tenants’ Annual Report “Housing Matters”.

Members were informed that copies of Housing Matters were sent to community centres, libraries, sheltered accommodation properties and residents on the Customer Pool database. Hard copies were sent only to those residents who could not access the publication online. Members welcomed the £50 shopping voucher incentive that could be won by a resident who provided feedback on the publication. It was indicated that residents should be provided with a variety of options to respond to the publication.

It was RESOLVED:

1.         That a link be added on the Council website for customer feedback on the publication

2.         That arrangements be made to distribute the publication to customers who did not have internet access

To discuss 2018/19 Community Select Committee Work Plan and possible areas of collaboration

A member sought clarification on whether it might be appropriate for a representative of HMAB to attend Community Select Committee (CSC) meetings as a guest to find out what was on the Committee’s Work Plan for the year and if the HMAB could contribute on matters related to housing service. Members were informed that CSC meetings were open to the public except for confidential or exempt items. Several Members expressed interest in attending CSC meetings. 

It was RESOLVED:

1.         That the Community Select Committee be circulated to interested Members

2.         That Councillor S Barr makes a formal approach to the Select Committee Chair for a discussion on possible collaboration arrangements

To consider any business accepted by the Chair as urgent

The Chair accepted urgent items on HAUOR Housing sessions and the Housing Revenue Account (HRA) Business Plan update. Members were informed that sessions had been arranged to update staff on the HAUOR programme.  The one hour long sessions had been scheduled for 21 September and 14 December 2018 at 10.00am, 11.30am, 2.00pm and 3.30pm in the Council Chamber. The recommended dress code for the HAUOR session on 14 December was Christmas jumper or any item of Christmas clothing. Members were invited to the HAUOR sessions.

The Assistant Director (Housing and Investment) informed the Board that the HRA Business Plan update was due to be considered at either the October or November meeting of the Executive. It was indicated that ideally the HMAB would comment on the Medium Term Financial Strategy (MTFS) update HRA 2018/19-2022/23 at a regular meeting before the date of the Executive meeting. There was a possibility that the MTFS report would not be ready in time for the October HMAB meeting.

It was RESOLVED:

1.         That the MTFS report be submitted to HMAB members by email for comments if the item was on the October Executive meeting agenda

2.         That MTFS report be included on the November HMAB agenda if it was not considered at the October Executive meeting

Thursday 25 October 2018, Shimkent Room, 6:00pm to 8:00pm

Thursday 25 October 2018, 6.00pm, Shimkent Room