Agenda and minutes

Resolved:-  That Councillor Ellis, Cabinet Member for Housing and Environmental Services and Councillor N. Hamilton,  Senior Adviser, Housing and Environmental Services, be authorised to attend the APSE Annual Seminar to be held from 7^th to 10^th September, 2004 at The Guildhall, Plymouth.

- to note the report

The Head of Housing Services submitted a report on the findings of the Audit Commission following their re-inspection of the Repairs and Maintenance Service in February, 2004.

The new assessment rates the Service as ‘fair (one star) with promising prospects for improvement’.  The Commission’s report was complimentary of the exceptional progress achieved since 2002 and recognised step change had been made in most of the key areas previously identified as poor.  This was re-enforced in the Audit Commission’s press release of 15^th June.

The Commission had clearly acknowledged not only the scale of change and improvement which had taken place but the particular strengths that had developed in specific areas e.g. voids control and standards, performance management, customer involvement, partnership working and the strengths of the Decent Homes scheme.  Staff had made a tremendous effort over the past 18 months to recover the Service. 

There were still areas for improvement and it was unfortunate that the timing of the report had meant some of the work now implemented had not been completed at the time of the inspection.  However, action had been taken to overhaul the Service Improvement Plan and incorporate the Commission’s recommendations. 

It should also be noted that some of the points were not accepted and efforts had been made in the period following the inspection to demonstrate the correct position.  The report was also not a true reflection of the improvements the Service had been asked to make in 2002 and issues raised in the 2004 report that were not considered in 2002.  Diversity and procurement were 2 significant issues identified as fundamental to the Service’s future strategy and steps were being taken to ensure the requirements were met.

Resolved;-  That the report be noted.

- to approve the Strategy for submission to GOYH

The Head of Housing Services submitted the Authority’s draft Housing Strategy which had to be submitted to the Government Office for Yorkshire and the Humber and met the “Fit for Purpose” criteria.

The Strategy had been developed in partnership with customers and stakeholders and had been presented to the Environment Scrutiny Panel on 1^st July, 2004.

All Local Authorities that had a strategic housing responsibility must produce a Housing Strategy that was “Fit for Purpose” which met the Government’s defined standard by demonstrating that it met the needs of Rotherham whilst at the same time addressing regional and national priorities.  There were 3 national, regional and local documents which formed the background to shaping the Housing Strategy as follows:-

-           Sustainable Communities:  Building for the Future

-           Yorkshire and The Humber Regional Housing Strategy

-           Rotherham’s Community Strategy

Together with the South Yorkshire Housing Market Renewal Pathfinder and the decision to bid for ALMO status to achieve the Decent Homes target, these had led to the setting of priorities and the development of the Housing Strategy for the next 3 years.

Resolved:-  (1)  That the Housing Strategy document be approved for submission to GOYH, subject to final amendment by the Cabinet Member and Final Officer Drafting.

(2)  That copies of the Strategy be circulated to all Members, the Strategic Housing Partnership, all Programme Areas, all managers with Housing and Environmental Services, the Housing Strategy Policy Panel and other stakeholders and interested parties.

(3)  That the final version of the Housing Strategy be placed on the Council’s internet and intranet sites.

(4)   That the Cabinet Member for Housing and Environmental Services be supplied with an update on items on the Housing Action Strategy Plan via the Quarterly  Performance Report.

- to reconfirm support for the introduction of the Scheme

The Head of Housing Services submitted a report on the proposed launch of the Energy Services Company (ESCo) formally the Authorities Managing Power (AMP) project.

In 2000 Rotherham had been selected as 1 of the 12 authorities to become a partner in the Northern Consortium of Housing Authorities’ project to develop an ESCo which was supported by the Energy Saving Trust under a HECAction grant.  It had taken some time to achieve the goal for a variety of reasons including changes in the deregulation of energy suppliers.

The aim of the scheme was to provide cheaper energy to Council tenants and contribute to the eradication of fuel poverty in Rotherham.  ESCo would be underwritten by Scottish Power until the launch of ESCo’s.  When a property became void its gas and electricity supply could be signed over to the ESCo and the Council would receive £15 if 1 fuel was switched and £35 (includes an additional £5 administration fee) if both fuels were switched.  The scheme would be offered to all existing tenants 6 months after its introduction.  As profits were accrued they would be fed into funding the installation of further energy saving measures to Council dwellings.  When a new tenant took the property they would be informed that the ESCo was the provider of their heat and power.  However, they could, if they wished, return to their own preferred supplier, just as any occupier could do at present.

The cost of the energy supplied would be equivalent to the rate charged for customers who paid by direct debit (always a lower rate than other payment methods) irrespective of the occupier’s preferred payment option.

Resolved:-  (1)  That support for the introduction of the scheme be re-confirmed.

(2)  That a suitable press release be arranged.

(3)  That the report be referred to the Environment Scrutiny Panel.

- to approve the use of new Powers provided by Part 2 of the Anti-Social Behaviour Act 2003

The Head of Housing Services submitted a report outlining new powers for tackling anti-social behaviour under the Anti-Social Behaviour Act 2003.

The Anti-Social Behaviour Act provided new tools that impacted on communities.  It was important that tenants and residents had a clear understanding of how the Authority would deal with the incidence of anti-social behaviour and the service they would receive.  Under Section 12 of the Act, all Social Landlords had a duty to publish policies and procedures by 31^st December, 2004, and, in respect of policy issues, consultation must take place.

Details of the Act were submitted as an appendix to the report.

Resolved:-  That the use of all the new powers provided by Part 2 of the Anti-Social Behaviour Act 2003 be approved.

- to approve the consultation procedure when addressing the sustainability of non-traditional housing stock

The Head of Housing Services submitted a proposed consultation procedure for addressing the sustainability of the Council’s non-traditional housing stock.

Currently there was no written consultation procedure to assist in addressing the sustainability of non-traditional housing communities.  Consultation was carried out to establish individual and community needs and aspirations, allowing housing officers to consult with stakeholders to work towards the most appropriate course of action for any particular community. 

The consultation process would assist with the overall long term improvement of the quality of housing stock.  A long term implication would see the removal of some existing short life accommodation and present the opportunity for replacement with new energy efficient accommodation to meet current needs.

Resolved:-  That the consultation procedure when addressing the sustainability of the non-traditional housing stock be approved.

- approve the proposals set out in the report

The Head of Housing Services submitted a report on the findings of the community consultation that had been conducted with the residents of the Tarran properties on Braithwell Road, Chadwick Drive and Newland Avenue, Maltby.

Of the 86 Tarran properties, 72 remained in Council ownership.  They had been designated as defective dwellings under Section 528 of the Housing Act 1985.  It has been estimated that it would cost in the region of £47,650 per property to bring up to the Decent Homes standard.

Tenants and residents were informed of 2 options for addressing the investment needs of the Tarran properties.  Firstly, refurbishment of the properties and the associated costs and secondly that the Council must consider the option of redeveloping the site.  Tenants and residents had been advised that the Council may market the site to a developer with a registered social landlord partner and that a provision for affordable housing would form part of the planning brief if this was the most appropriate course of action.

One-to-one consultation had been carried out via a social survey questionnaire after guidance was sought from Ward Members, Maltby Housing Office, the Tarran Action Group and local residents.

Although some tenants accepted that refurbishment costs were reasonable to remove the asbestos roofing and bring the properties up to a Decent Home Standard, over 94% (73 properties) wanted to see the properties refurbished whatever the cost.  If refurbished, tenants had been informed that the works would cause major disruption and they would have to move out of their homes to enable work to take place.  Due to this 6 households stated they would be unable to endure 2 moves to allow such works and would not wish to return to the estate.  3 respondents had no preference between being a tenant or an owner occupier.

Resolved:-  (1)  That the report be received.

(2)  That demolition and redevelopment of the site be approved as being the only cost effective way forward.

(3)  That re-housing priority be granted to residents of the Tarran properties, either temporarily or permanently, to areas of their choice.

(4)  That the commencement of negotiations regarding the repurchase of owner-occupier properties be approved on the estate.

(5)  That local residents be involved in the selection of a developer.

- to note the report

The Head of Housing Services submitted a report setting out the current position in relation to the Tenants’ Home Contents Insurance Scheme.

The Scheme started in July, 2002, with the appointment of AON as the broker and Norwich Union as the scheme underwriter.  It was now reaching its second anniversary with 1,299 tenants (6%) currently holding home contents insurance policies with the Council.  Its benefits were actively publicised by way of advertising on the rent card, repairs slip, in Open House and by mail shots.  Negotiations were ongoing with Rotherham Connect to have them telephone canvass potential customers and it was intended to ascertain with AON if it could be opened up to include those who had exercised the Right to Buy.

The Scheme was financially independent of the Housing Service with income exceeding expenditure.  It offered an affordable high quality service that was customer focussed.  This was reflected in excellent customer satisfaction levels and the fact that no formal complaints had been received relating to this part of the Service.

The contract with AON was due to expire in July, 2005.  The broker had already given an assurance that premiums would remain the same up to the renewal date meaning tenants had had fixed premiums for the 3 year duration of the current Scheme.  In April, 2005, the Scheme would be evaluated with a report submitted with suggestions as to its future.

Resolved:-  That the report be received and the current position be noted.

- to note the report

The Head of Housing Services submitted an update on void property re-let performance and associated issues for the period 3^rd May to 2^nd July, 2004.

The number of voids as at 2^nd July, 2004, had decreased by 103 from the start of the period to 281.  The majority, 209, were voids currently excluded from HES68 and included properties such as those awaiting renovation and disposal.  The number of voids that met the criteria to be included within HES68 had decreased to 72 during the said period.

Overall performance against the Indicator was 23.85 days during the period, an improvement of 0.59 days from the previous month.

The performance on allocating open access properties had continued with 30 such properties being let in the period.  The overall performance if all open access properties were removed from the Indicator would be 23.28 days.

Performance on HES14 (average time taken to let a void from when 1 tenancy terminated until the next 1 started), which excluded all those properties that were excluded from HES68, had been 19.96 days.

There had been 301 terminations of which 153 met the criteria to be included in HES68, and 382 lettings.  The cumulative figures for the year were 443 terminations and 508 lettings.  In addition there had been 26 new tenancies created by mutual exchanges since April, 2004.   The number of available to let properties at the start of the period was 23.

The amount of rent income lost on voids up to 2^nd July, 2004, had improved from 1.52% to 1.33%.  This level of performance continued to place the Authority in the upper quartile for Metropolitan Authorities.

The sustainability of tenancies (HES5) measured the percentage of terminating tenancies in the year that had lasted longer than 12 months.  This was on the basis that tenancies which lasted longer than 12 months could be considered successful and that it was less likely that subsequent terminations would be due to failure to maintain tenancies on the tenant’s part or provide appropriate management support on that of Housing Services.  Performance during the 12 months up to 30^th June, 2004, was 95.17% which was a continuous improvement.  The figure did not include tenancies terminating within 12 months due to transfers, mutual exchanges and deaths.  If they were included the figure would be 88.63%.

Resolved:-  That the report be received.

- to approve the request of a carry forward

The Finance and Accountancy Manager submitted the General Fund Revenue outturn position for the financial year ending 31^st March, 2004 commenting on specific issues.

A carry forward of £165,000 was requested in respect of the Waste Strategy Service to purchase wheeled bins for green waste collections.

Members asked a range of questions and responses were made.

Resolved:-  (1)  That the 2003/04 General Fund Outturn position be noted.

(2)  That the request for a carry forward of £165,000 be approved.

- to note the report

The Finance and Accountancy Manager submitted the Housing Revenue Account Revenue outturn position for the financial year 2003/2004 which showed a surplus  of £0.543m and commented on specific issues.

Members asked a range of questions and responses were made.

Resolved:-  That the report be received.

- to approve the Strategy

The Strategic Housing Partnership Manager submitted a report on Rotherham’s Extra Care Housing Strategy which set out the aims and objectives of the Strategy, the key issues that needed to be addressed and the future delivery of services.

The Extra Care Housing Strategy was a joint strategy between Social Services, Housing Services and the Primary Care Trust.  It set out the vision for the future delivery of high support sheltered accommodation in Rotherham.  It was a new concept, bringing together care, support and housing services onto 1 site so that older people could remain independent for as long as possible.  It provided intensive levels of care and support to those who were finding it difficult to live independently. 

Its aim was to deliver a safe and secure living environment to vulnerable older people who wanted a higher level of autonomy.  It combined on-site care and support, individual tenancies and high quality build design.

It would be initially targeted at the frail elderly where there was currently no specialist supported housing provision.

It had been developed by a multi-agency implementation group including representation from Social Services, Housing Services, the Primary Care Trust and Registered Social Landlords.  It had been endorsed by the Strategic Housing Partnership.

Resolved;-  That the Extra Care Housing Strategy be approved.

The following items are likely to be considered in the absence of the press and public as being exempt under those paragraphs indicated below of Part I of Schedule 12A to the Local Government Act 1972:-

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in those paragraphs, indicated below, of Part 1 of Schedule 12A to the Local Government Act 1972.

(Exempt under Paragraph 8 of the Act - expenditure proposed to be incurred by the Local Authority)

The Finance and Accountancy Manager submitted a report detailing the outturn position in respect of the 2 Direct Services Organisations within the HES Programme Area, the Waste Collection DSO and Housing Services DSO, for the financial year ending 31^st March, 2004 and commented on specific issues.

Resolved:-  (1)  That the stated outturn reports be received.

(2)  That the declared  Housing Services DSO surplus for 2003/2004 be distributed in proportion to turnover.

(Exempt under Paragraph 8 of the Act - contains details of expenditure being incurred by the Authority)  

(Exempt under Paragraph 8 of the Act – expenditure proposed to be incurred by the Local Authority)

The Finance and Accountancy Manager submitted  a progress report on the Housing Investment Programme for 2004/2005 which also outlined proposals for  additional schemes.

Resolved:- (1)  That the Housing Investment Programme Monitoring report  be received.

(2)  That approval, in principle, be given to the schemes outlined in the report  submitted and that detailed reports on the proposals be submitted to the Cabinet Member as and when appropriate.

(Exempt under Paragraph 8 of the Act – report contains information on expenditure proposed to be incurred by the Local Authority)  

(Exempt under Paragraphs 8 and 9 of the Act – provision of work/supply of goods or services and the negotiation of terms)

Consideration was given to a tender report for the replacement of underground heating mains at Vale Road, Thrybergh and Mansfield Road, Aston.

Resolved:-  That the tender submitted by Vital Energi Ltd., in the sum of £978,708.00 be accepted.

(Exempt under Paragraphs 8 & 9 of the Act – reports contains information relating to the provision of work/supply of goods or services and the negotiation terms)

(Exempt under Paragraphs 8 and 9 of the Act – supply of goods or services/negotiation of terms)

Consideration was given to a tender report for Phase 5 of the Wath Housing Regeneration Scheme.

Resolved:-  That the negotiated tender figure of £1,673,008.10 dated 7^th May, 2004 from Bramall Construction for the Wath Housing Regeneration Scheme be accepted.

(Exempt under Paragraphs 8 & 9 of the Act - report contains information relating to the supply of goods or services/negotiation of terms)

(Exempt under Paragraphs 3, 4 and 8 of the Act – accommodation provided by the Authority/services provided by the Authority/provision of services)

Further to a petition raised by non-residents, consideration was given to a report by the Aston Neighbourhood Manager as to whether or not non-residents should pay a charge to use the communal facilities at Manor Lodge Warden Centre, Brinsworth.  

The report set out the background and 4 possible options to resolve the matter.

Resolved:-  That non-residents be allowed to use the communal facilities at Manor Lodge, free of charge, and that this policy apply to all Warden Centres across the Borough.

(Exempt under Paragraphs 3, 4 & 8 of the Act – accommodation provided by theAuthority/Services provided by the Authority/provision of services)

(Exempt under Paragraphs 3 and 8 of the Act – accommodation provided by the Council/supply of services)

The Democratic Services Manager reported receipt of a petition containing 105 signatures relating to anti-social behaviour problems at boarded up houses on Nearcroft Road and BarberbalkRoad ,Kimberworth Park.

Resolved:-  That the Head of Environmental Health Services investigate the matters raised and submit a report thereon in 1 month’s time.

(Exempt under Paragraphs 3 & 8 of the Act – accommodation provided by the Council/supply of services)