Agenda and minutes

There were no members of the public present at the meeting.

No declarations of interest were made.

- report of Community Services Manager

In accordance with Minute No. 185 of the Cabinet Member for Housing and Environmental Services meeting held on 14^th March, 2005, the Panel considered a report of the Community Services Manager on the “Key Choices” Choice-Based Letting Service.  A power point presentation was given as follows:-

 

§                     The Background – White Paper on the Future of Housing, Government Pilot and findings.  The Government required all authorities to be operating such a scheme by 2010.

 

§                     ALMO Excellence Plan – the scheme had been identified as a pre-requisite in defining excellence in housing management by ALMOs by the Audit Commission

 

§                     Strategic Links – Regional Humberside Strategy for Yorkshire and Humberside (2003), Rotherham’s Community Strategy, the Corporate Plan, the Housing Strategy and the Shadow Supporting People Strategy

 

§                     What is “Key Choices”?

            Rotherham’s new approach to lettings

            Simpler, faster more transparent method

            More choice for the customer

            Puts the customer in control

            Better place to live, learn and work

 

§                     Consultation Process and feedback, both customer and staff

 

§                     Fair and Equal Access

 

§                     Implementation Plan

 

§                     Training Plan

 

§                     Key Choices Letting Policy

            Amends the Allocation Scheme

            Simpler way of accessing accommodation

            50/50 approach       Priority = Need

                                                General = Waiting time

            Scope for specialist properties not to be advertised – adapted, 4 bed,

            Sheltered, Extra Care Housing

            Priority Band               Homelessness (time limited)

                                                Medical Need – Adapted

                                                Homes subject to repair

                                                Statutory overcrowded

                                                Awarded in exceptional circumstances

 

            General Band              Waiting time

 

§                     Key Choices Procedures

            Void Process – Termination

            Advertising

            Marketing and receiving requests

            Support for Vulnerable People

            Selection Process

            Verification Process

            Offer – refusal/acceptance

            Sign Up

            Waiting time guide and letting results

 

§                     Choice Based Lettings Process Week One

            4 weeks termination notice received

            Exit interview conducted the same day

            Appointment made for pre-inspection

            Pre-inspection sheet completed

            Digital photograph taken of property

            Neighbourhood Champion completes property advert section

            Include local lettings criteria, amenities, furnished, decent home etc.

            E-mail photograph and advert to keychoices@rotherham.gov.uk

            Deadline for information Friday 4.00 p.m.

 

§                     Choice Based Lettings Week Two/Three

            Week Two –

            Advertisement produced

            Mailing list produced

 

            Week Three -

            Tuesday mailing lists posted

            Tuesday 4.00 p.m. – previous week’s adverts removed

            Wednesday 10.30 a.m. – new adverts displayed

            Property requests commence for 7 days

 

§                     Choice Based Lettings Week Three/Four

            Week Three –

            Wednesday 10.30 a.m. – 7 day advertising cycle starts

 

            Week Four –

            Tuesday 4.00 p.m. – property advertising cycle closes

            Shortlist compiled and sent to relevant office

            Application details verified, rent and recharges checked etc.

            If eligible make offer and arrange viewing

 

§                     Choice Based Lettings Process Week Four

            Property accepted – sign up to be arranged

            Keys should be received from the previous tenant on the following Monday

            Keys to void repair – Health and Safety checks

            Property refused or withdrawn, offer to next eligible applicant on shortlist

            If no requests received, re-advertise as Direct Home on a 1^st come 1^st        served basis

            Send letter details to Housing Options Team to compile  ...  view the full minutes text for item 135.

- report of Head of Neighbourhood Development

The Head of Neighbourhood Development submitted a report presented to the Cabinet Member for Housing and Environmental Services on the outcomes of an independent structural assessment of the non-traditional Tarran properties at Maltby.

 

The report provided a clear picture of the condition of the properties concerned, the risk to the properties and their rate of deterioration bearing in mind that they had been built in the 1940’s with a temporary lifespan.  The consultants had provided 3 options for repair and refurbishment, together with costs, from a listed Decent Homes Repair Scheme through to full replacement of the structure.  The costs were then compared with those of acquisition and demolition including the costs of acquiring the owner/occupied properties on the estate.

 

A number of factors had come into the recommendation and subsequently the decision.  The cost of repair and refurbishment exceeded the costs of acquisition and demolition.  Only the highest cost of replacement scheme offered any sustainability.  The remaining 2 options offered 30 years and provided limited options in future years for the Local Authority and anybody else who subsequently offered the property on the open market.  The report gave a very balanced view of the condition of the properties given the clear evidence of deterioration from the tests carried out and that a decision was required sooner rather than later.

 

The Cabinet Member had reaffirmed the decision made in July, 2004, with some additional recommendations to ensure residents living on the estate were fully involved in the future redevelopment of the area and every effort made to accommodate their wishes in terms of new accommodation.

 

Resolved:-  That the Cabinet Member’s decision on 14^th March, 2004 (Minute No. 181) to reaffirm the decision of Minute No. 22 (19^th July, 2004), to demolish the properties be noted.

- report of the Community Services Manager

The Community Services Manager submitted a report on current progress against the action plan attached to the Homelessness Strategy 2003-08.

 

In August, 2004, the Office of the Deputy Prime Minister published the results of an independent evaluation of local authorities’ Homelessness Strategies which had been carried out by Housing Quality Network Services.  Their overall assessment was that Rotherham’s Strategy was an inclusive document which reflected an extensive multi-agency approach and showed a clear picture of homelessness in the area.  It also identified a lack of direct consideration of the health needs of the homeless and the lack of identified involvement of homelessness staff within the review strategy process as areas of weakness.  They would be looked to be addressed within the next financial year.  The Authority was now working with over 100 agencies with the main aim of trying to reduce homeless and getting it into their own strategies.  The Strategy would be reviewed and reshaped in line with the Authority’s future requirements.

 

There had been limited opportunities for progress since the 2004 progress report due to the previous staffing levels/use of Agency staff within the Homelessness Team.  However, the situation had been addressed with the restructuring of the Community Services Unit and the establishment of the Prevention and Support Team. 

 

There were also areas where progress was behind target which would be addressed by the newly formed Team.  The Homelessness Team was now the Prevention and Support Team with the emphasis on preventing homelessness rather than the present reactive team.  The development of the Choice Based Lettings Scheme and the Housing Advice Team would also have a positive impact on the Homelessness Strategy.

 

However, there were a number of areas where significant progress had been made e.g. mediation, elimination of the use of bed and breakfast accommodation for families, development of furnished tenancies.  Ongoing monitoring was being undertaken to ensure that the progress was sustained.

 

Discussion ensued on the report.  The following points were raised/clarified:-

 

§                     The Team was now fully staffed and undertaken rigorous training.

§                     There was a campaign being undertaken to change people’s preconceived ideas/myths of a “homeless” person.

§                     Since April, 2004 to 25^th February, 2005, 2,027 homeless people had presented themselves of which 1,000 had been given advice and a full investigation of 1,022.  Full duty had been fulfilled to 520. 

§                     Homeless applicants were subject to a very rigorous procedure.

§                     There were occasions where placements had to be made outside of the Borough as the Authority had no direct access accommodation but not until every possibility had been tried.  Some overnight accommodation had been developed, 10 units across the Borough and also 30 units of interim accommodation where people were placed whilst undertaking investigation as to whether the Authority had a duty to them.  There were also 14 units for those suffering from domestic violence.  If all those were full and a single person presented themselves, an out of Borough placement would be sought.

§                     The Authority was  ...  view the full minutes text for item 137.

- report by Janet Greenwood, Special Improvement Manager, Neighbourhoods

The Service Improvement Manager submitted a report on the recommendations from the Indicative ALMO Inspection Report which had been included in the ALMO Excellence Plan to drive forward and monitor the service improvement of housing management and repairs services into an ALMO structure.  The objective was to deliver an excellent customer service through Neighbourhood Management and was divided into 5 key points:-

 

§                     ALMO be established and in place by 31^st March, 2005

§                     Tenants were at the heart of the decision process and played a principal role in shaping future service delivery

§                     Deliver a continuously improving, high performing, customer focused service

§                     The ALMO had a long term strategy for the delivery of neighbourhood management beyond the delivery of Decent Homes

§                     Ensuring the services demonstrated value for money to customers through the application of competition and procurement.

 

Since January work had been undertaken as part of the Performance Management Framework to ensure that critical tasks had been delivered.  The Excellence Plan was considered by the ALMO Board on a weekly basis which consisted of key Task Managers and Heads of Service that also fed into the Programme Area Management Team.  Also work had been carried out on the critical task co-ordinating framework where, on a daily basis, the tasks had been monitored and on a weekly basis fed back to the Cabinet Member of Housing and Environmental Services, the Executive Director of Neighbourhoods and the Chief Executive so there was scrutiny and challenge on all the tasks. 

 

Within the Plan there were a number of dates that would be delivered by the end of March the majority of which were on target.  

 

After April the ALMO Excellence Plan would look different as it would be split into 2 parts, 1 that would belong to the ALMO to deliver and the other retained functions for the Council to deliver on. 

 

Discussion ensued on the role of the Scrutiny Panel and the ALMO and the need to find the right mechanism.

 

Resolved:-  That the ALMO Excellence Plan be noted.

- John Mansergh, Performance Champion, Neighbourhoods

The Performance Champion submitted the Programme Area’s performance monitoring report for the 3^rd 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 (11%) were not achieving their quarterly control targets.  At the same stage last year, 76% of the Indicators were on target.  The Local Public Service Agreement targets were all on target, Neighbourhoods being the only Programme Area to do so.

 

The area of significant improvement in the 3^rd quarter related to Neighbourhoods’ Local Public Service Agreement targets.  2 performance clinics during the quarter had been held to ensure that all the repairs Indicators were improved and were now back on target.

 

The latest 2003/04 quartile data was released by the Audit Commission in January, 2005, which provided a more reliable picture of how performance compared with the best authorities.  Performance across the country was continually improving and encouraging that the Programme Area was maintaining pace with the top 25%.  When compared to the new All England figures, 6 Indicators were in the top quartile, compared to 5 in the last quarter.  The Indicator relating to rent collection had moved into the top quartile.

 

A comprehensive Learning and Development Plan had been developed to ensure that the ALMO made a positive contribution to the Council’s priorities from day 1. As such, the Plan had a key role to play in terms of risk management and providing sufficient insurance against potential dips in performance.

 

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

Minutes of meetings held on 31^st January, 14^th and 28^th February, 2005 (attached)

The Panel noted the decisions made under delegated powers by the Cabinet Member for Housing and Environmental Services held on 31^st January, 14^th and 28^th February, 2005.

 

Resolved:-  (1)  That the Panel receive a report on the progress of the Neighbourhoods restructure (Minute No. 154 of 31^st January, 2005 refers).

 

(2)  That the Panel receive a report on the Redevelopment Proposals for the Sheltered Housing Schemes (Minute No. 180 of 28^th February, 2005, refers), with Members of the Social and Community Support Scrutiny Panel invited for this item.

- to consider the nomination of representatives onto Review Group

 The Chairman reported that a review was to be undertaken entitled “Anti-Social Behaviour Clients”.  Nominations were sought to be part of the review group.

 

Resolved:-  That Councillors Atkin, Nightingale and P. A. Russell take part in the above review.

- to consider possible nomination of representative(s) onto Review Group

The Chairman reported that the Regeneration Scrutiny Panel was currently undertaking a review on estate regeneration and had extended an invitation to the Scrutiny Panel to nominate a representative to join the review group because of the crosscutting nature of the subject.

 

Resolved:-  That the invitation be not accepted.

Minutes of meeting held on 15^th and 24^th February and 10^th March, 2005 (attached)

The minutes of the meetings held on 15^th and 24^th February and 10^th March, 2005, were noted.

Minutes of meeting held on 11^th February, 2005

The minutes of the meeting of the Members’ Sustainable Development Group, attended by Councillors Wyatt (in the Chair), Hall and Kaye, held on 11^th February, 2005, were noted.

Minutes of meetings held on 11^th and 25^th February, 2005 (attached)

The minutes of the Performance and Scrutiny Overview Committee held on 11^th and 25^th February, 2005, were noted.

 

Discussion took place on Minute No. 107 (Frequency of Future Scrutiny Panel Meetings).  It was felt that the meetings should remain on a monthly basis.

 

Resolved:-  That the Performance and Scrutiny Overview Committee be informed that the Environment Scrutiny Panel wished to remain with monthly meetings.