Agenda and minutes

- to note the progress made

The Performance and Development Officer submitted the Programme Area’s performance monitoring report for the 2^nd quarter of 2004/05.

At the end of the quarter 40 (89%) Key Performance Indicators were achieving their control target with action in place to ensure all the year end targets were achieved.  5 were not achieving their quarterly control targets.  At the same stage last year, 78% of the Indicators were on target.

When compared with All England figures, 7 Indicators were in the top quartile as opposed to 6 in the last quarter.  The Indicator that had moved into the top quartile related to waste sent for landfill and reflected the significant investment made to the recycling infrastructure.

The areas of significant improvement related to improvements in performance on rent collection, Capital Programme spend and consumer protection visits.  All had had extra performance management controls put in place during the quarter which had led to better results.  This provided evidence of the approach to performance management.

Resolved:-  That the report and progress made be noted.

- to note the progress made

The Performance and Development Officer submitted a report which detailed Housemark’s external validation of Neighbourhoods Programme Area Performance Management Framework which took place between 9^th August and 9th September, 2004.

The review had been recommended by the Housing Inspectorate and focused on all aspects of performance management within Neighbourhoods, looking at both housing and environmental services.  It was structured around the Key Lines of Enquiry (KLOE) developed by the Audit Commission.  KLOEs were a list of key lines of enquiry that detailed what would be covered in inspections and the standard expected of excellent and fair housing services.

There had been an initial desktop review, and 17 interviews with key strategic, managerial people and a workshop involving operational staff.  The workshop was used to test the application and understanding of the Performance Management Framework at an operational level within the organisation.  A meeting was held with tenant representatives in order to discuss the understanding and ongoing involvement of service users in performance management procedures and initiatives.

Their overall impression was that of an organisation with a clear understanding of the strategic importance of performance management which was strongly committed to applying the regime set out by the Performance Management Framework in order to achieve and sustain improvements in services and standards.

Resolved:-  That the report and progress made be noted.

- to note the action taken and current progress

The Head of Housing Services submitted an update on void property re-let performance and associated issues for the period 1^st to 26^th November, 2004.

The number of voids as at 26^th November, 2004, had decreased by 45 from the start of the period to 217.  The majority of voids, 162, 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 during the period to 55.

Overall performance against the Indicator was 16.93 days, an improvement of 0.77 days from the last period.

The performance on allocating open access properties had continued with 3 open access properties being let in the period.  The overall performance if all open access properties were removed from the Indicator would be 17.21 days.

The current level of performance would place the Authority in the top quartile of all England ALMO’s and move it into first place ahead of South Lakes Housing which was on 17 days.

Local Performance Indicator HES14, introduced in 2003/04, measured the average time taken to let a void from when 1 tenancy terminated until the next 1 started as defined by dates entered onto the open house management system.  It did not include all those properties excluded from HES68.  Performance based on the Indicator was 13.34 days during the period.

There had been 124 terminations in the period of which 109 met the criteria to be included in HES68 and 146 lettings.  The cumulative figures for the year were 1,189 terminations and 1,235 lettings.  In addition there had been 62 new tenancies created by mutual exchanges since April, 2004.  The number of available to let properties at the end of the period was 24.

The amount of rent income lost on voids up to 26^th November, 2004, had improved from 1.12% at the last report to 1.08%.  This performance continued to place the Authority in the upper quartile for Metropolitan Authorities.

It was noted that the Furnished Tenancy Scheme had now furnished 98 dwellings as at 10^th December, 2004, and was on track to reach the target of 100 by 31^st December, 2004.

Resolved:-  That the report be received.

- to discuss attendance

Resolved:-  That the Cabinet Member (or substitute) and one Member from the Environment Scrutiny Panel be authorised to attend the Westminster Briefing “Local Environmental Quality: Developing Coherent Waste Minimisation and Recycling Strategies” to be held at Westminster on 20^th January, 2005.

- to note the action taken

Pursuant to Minute No. 71 of 6^th September, 2004, the Head of Housing Services submitted a report on the investigations that had taken place into the allegations of anti-social behaviour and youth nuisance.

A meeting had been held with the Estate Management Team, Anti-Social Behaviour Team, South Yorkshire Police and an Elected Member where agreement had been reached that there would be co-ordinated action involving the parties aforementioned.

Visits had been made to 60 of the 63 petitioners to explain what action could be taken to resolve the problems.  It was explained that evidence was needed and monitoring sheets provided.  It transpired that a lot of the information related to incidents that had happened some time ago with one of the named youths having been in prison since June.  Other information related to incidents that had been seen by a third party whose name or address was not known.

All of the people named in the petition had been visited regarding the allegations as well as written to reminding them of the terms of their Tenancy Agreement and of possible action to enforce the tenancy conditions.  Their tenancy files had been checked with no evidence found of problems in the past except for one tenant about whom there had been complaints regarding noise.

The families of the youths had been informed about their behaviour to which there had been a good response.  Surveillance had been undertaken and the estate found to be very quiet with no evidence of youth nuisance.

Resolved:-  (1)  That the report and action taken be noted.

(2)  That the Head of Housing Services submit a further report should there be further concerns raised.

- to note the updated Guide

The Head of Housing Services submitted an updated comprehensive Leaseholder Guide together with measures already taken to improve leasehold services and suggested proposals for improvement of the services offered to leaseholders.

A leaseholder was someone who had purchased their flat or maisonette from the Council on a long lease under the terms of the Right to Buy provisions.  At present the Council managed 336 leasehold properties.  This trend was unlikely to change in the immediate future as the increase in property values had made the purchase of a flat an attractive proposition.

The Guide explained the rights and responsibilities of both the Council and the leaseholder and was written in a style that mirrored best practice.  A copy of the draft document had been circulated to members of the Leaseholder Forum and discussed at their meeting on 24^th November, 2004.  Amendments had made and a draft copy would be sent to all leaseholders for comment.  The final version would be delivered before the end of March, 2005.

A whole section of the Guide was devoted to leasehold management service standards and, where appropriate, measurable timescales.  It contained information about services available to all residents and explanatory leaflets were already available.  It was felt that a further leaflet devoted to service charges would be helpful as this was a complicated and frequently misunderstood subject.  There was also a need to develop a leaseholder section within the Neighbourhoods’ internet site as research had indicated that this was quite common to many local authorities.

Work was currently progressing on a number of issues including:-

§                     A leasehold procedure guide for staff

§                     Introduction of a pilot communal area cleaning and/or caretaking contract funded by a weekly service charge to both leaseholders and tenants

§                     Offering leaseholders the Council’s gas servicing contract

§                     Opportunity for leaseholders to participate in the Tenants’ Contents Insurance scheme

§                     Offering leaseholders improvement work to the Decent Homes Standard

§                     Ensuring compliance with all aspects of the Commonhold and Leasehold Reform Act 2002

§                     Review of service charge setting procedures.

The service charge was a key issue for leaseholders and the method of its collection.  An information pack was to be sent out before Christmas which included the Leaseholder Guide, tenants’ contents insurance, gas servicing and a questionnaire asking whether they wanted the way the service charge was dealt with changing to an annual system.  It was proposed to run a pilot project in 1 part of the Borough looking at options for the cleaning and management of the blocks.  A letter had been sent to the residents of the area concerned who had been responding by telephone.

Resolved:-  (1)  That the updated Leaseholder Guide and current leaseholder issues in general be noted with a further report being submitted in due course.

(2)  That progress reports be submitted regarding the issue of service charges.

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

(Exempt under Paragraphs 3 and 8 of the Act – accommodation provided by the Council/proposed purchasing costs for property)

The Democratic Services Manager reported receipt of a petition, containing 10 signatures, objecting to the proposed demolition of properties on Chadwick Drive, Maltby.

The Head of Housing Services submitted a copy of a letter dated 3^rd December, 2004, which had been sent to residents regarding the recent meeting of the Tarran Steering Group where it had been reported that there had been a miscalculation in the valuation of the properties.

It was noted that a report was to be submitted to the Cabinet Member on the 10^th January, 2005.

Resolved:-  (1)  That the petition received.

(2)  That investigations take place and a further report submitted in 1 month.

(Exempt under Paragraphs 3 and 8 of the Act – accommodation provided by the Council/proposed purchasing costs for property)

(Exempt under Paragraph 8 of the Act – provision of goods/services)

Further to Minute No. 133 of 6^th December, 2004, the Finance and Accountancy Manager submitted a report on the Medium Term Financial Strategy and General Fund budget pressures for 2005/06.

As part of the Corporate budget process, Programme Areas had been asked to identify budget pressures for the financial years 2005/06 and 2006/07.  Issues had been reviewed by the Corporate Management Team and broadly prioritised as A, B or C list items within the MTFS.  The appendix to the report listed all the items currently identified as pressures on the General Fund elements of the Neighbourhoods Programme Area and indicated whether they had been included on the A. B or C list.

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

(2)  That the Head of Neighbourhood Services submit a report on the statistics regarding bring sites and kerbside recycling.

(Exempt under Paragraph 8 of the Act - provision of goods/services)

Resolved:-  That the Head of Housing Services submit a report on the above to the 10^th January meeting.