Agenda and minutes

Further to Minute No. 55(2) of 2^nd March, 2009, the Director of Housing and Neighbourhood Services submitted a report highlighting the 3 Key Performance Indicators that had been off target in Quarter 3.  The accompanying report from 2010 Rotherham Ltd. also gave the year end information for each as follows:-

NM72 – Urgent repairs completed in time

2008/09 Outturn 97.99% (target 99%).  This was largely attributable to problems with technology which, once resolved, saw uplift in performance to 98.68% in March, 2009.  Performance was within the national upper middle quartile for 2008/09.

BV211a – Programmed/Responsive Repairs

2008/09 Outturn 47% planned (target 53.66%).  This was a result of increased emergency and urgent jobs and an increase in the number of empty homes.  It was not clear how 2010 planned to improve performance and progress would be monitored via liaison meetings.

BV212 – Empty Property Re-let Times

2008/09 Outturn 39.45 days (target 23).  Contributors to the drop in performance included an increase in the number of homes re-let by 85 (compared with the previous year) and a high number (51) of sheltered properties which were generally harder to let.  Void turnaround times had been the subject of a recent Scrutiny Review which had resulted in a number of actions.  These appeared to be effective as performance in April had been 21.92 days.

Discussion ensued on sheltered properties and their letting ability.  It was the case that such properties sat empty longer than general properties and work was taking place investigating the contributory factors.  The assessment process was to ensure those people with specific housing needs got the correct properties, however, there were pockets of harder to let properties that, despite, the assessment process, were still empty for long periods of time.

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

(2)  That regular performance reports be submitted on the off target Key Performance Indicators.

In accordance with Minute No. 12 of 15^th June, 2009, the Director of Housing and Neighbourhood Services submitted 2010 Rotherham Ltd.’s final draft version of their Improvement Plan which took account of feedback from Council tenants and leaseholders.

The Council and 2010 had worked together to produce the sub-actions within the Plan.  The Council’s Landlord Relations Manager had carried out consultation with Council tenants and leaseholders at the end of June, 2009, which had provided further useful information on tenants and leaseholders’ views which had been taken into account in the final draft version.  The Plan was attached at Appendix 1.

It was proposed that quarterly monitoring meetings would be held between key managers in both organisations.   

At the same time as carrying out a Deed of Variation to extend the Management Agreement to March, 2011, it was proposed to make further minor amendments to the content of the Agreement. 

Discussion ensued on the need for clear definable targets and milestones for all the Indicators.  This was essential before consideration would be given to extension of the Management Agreement.  The Strategic Director for Neighbourhoods and Adult Services suggested that, as there would be a delay in finalising the Improvement Plan, it would be appropriate to extend the Management Agreement to reflect the delay.  The Chief Executive of 2010 indicated that this would be helpful but not necessary as work was already ongoing to address the required improvement.

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

(2)  That a further report be submitted showing clear milestones for improvements and definable targets.

(3)  That in light of the deferment, consideration be given to requesting the Cabinet for a further extension of the Management Agreement (Minute No. 240 of 29^th April, 2009 refers).

 The Director of Independent Living submitted a progress report of the new Allocation Policy, launched on 1^st December, 2008, including the outcome of the 6 month review of the Local Lettings Policies.

Since December, 2008, the numbers registered had increased from 17,000 in December, 2008, to 19,298 as at 16^th June, 2009.  Of these there were currently 60 Priority Plus, 1,600 Priority, 750 General Plus and 16,888 General applications.

The progress being made on the key areas of change were:-

-        All applicants were required to bid for properties with no one being “matched” to suitable specific properties.  The Housing Assessment Team had reviewed their procedures and now undertook more case load management enabling them to have more capacity to provide support to customers to ensure that they were actively bidding for suitable properties;

-        Quotas were set for advertising properties with all vacant properties to be offered first to those placing bids from the Priority Plus group.  These were restricted to those assessed by the Housing Assessment Panel as requiring immediate re-housing.  Only if there were no Priority Plus applicants would the property be offered to the group which the property had been advertised to.  Quotas set for advertising were 50% Priority, 40% General Plus and 10% General.  Between 1^st December, 2008 and 7^th June, 2009, 805 properties were advertised and 796 properties let;

-        New terms of reference for the Housing Assessment Panel;

-        Review of Local Lettings Policies had identified an additional 461 properties recommended for LLP with 11 properties for proposed removal;

-        For the period 1^st August, 2009 to 30^th March, 2010, LLP will cover 2,096 properties, 9.9% of the Council’s stock.  The additions had been justified by supporting evidence.  Where age restrictions applied they were subject to a declining age threshold so eventually age restrictions would disappear allowing the area to develop into a properly balanced community.  The age threshold would be reviewed every 6 months by 2010 and any changes made in consultation with Elected Members, Safer Neighbourhood Teams and community groups through the Area Assembly Co-ordinating Groups.  Where there were housing management difficulties, evidence would be supported by the number of abandoned tenancies, estate management difficulties and crime statistics from the Community Information Unit;

-        The LLPs would be reviewed before March, 2010.

Resolved:-  (1)  That the progress update be noted.

(2)  That the changes in the Local Lettings Policies, as set out in Appendix 2 of the report submitted, for the period August, 2009-end of March, 2010, be approved.

Further to Minute No. 158 of 2^nd March, 2009, the Director of Independent Living submitted a report highlighting key measures that had been implemented to enable the Adaptations Team to provide equipment and adaptations that reflected emerging needs and met increasing demand.

Approval was granted for a bid to be submitted to the Corporate Capital Programme in the Autumn to maintain and increase the Corporate contribution by 6% over the next 2 financial years.  To support the bid, further measures had been implemented to increase value for money and service user outcome by reviewing existing working practices and the quality of interactions with key partners.

In the last 3 years the Service had seen a consistent increase in referral rates and, based on demographic changes, it was evident that this would continue.  Similarly, the cost of adaptations had also increased year-on-year impacting on the adaptations budget.  Based on the Council’s Housing Strategy and JSNA predictions on the population requirement for aids and adaptations, it was clear that more funding and new ways of working would be required year-on-year to remain within budgets.

The improvements to the way requests for adaptations and equipment were managed and dealt with were as follows:-

-        Increased performance monitoring of contractors to ensure high level of customer satisfaction and value for money was consistently achieved

-        Reviewing and monitoring the level of variances charged to the Adaptations budget

-        Scrutinising request for major adaptations costing over and above £10,000

-        Increasing use of Home Appreciation Loans Schemes

-        Empowering and supporting customers to proactively access the DFG in meeting their own needs

-        Improving internal processes

-        All minor fixings

-        Making better use of the existing housing stock

-        New housing developments

-        Further improvements

Rotherham’s 2008/09 Disabled Facilities Grant allocation had been approved at £849,000 as the specified capital grants.  In the past local authorities had been required to fund at least an additional 40% of the grant value through their own resources.  CLG had now lifted this requirement, however, the increasing demand for adaptations supported that the practice should be maintained.  This would be the basis of the bid to the Cabinet including an additional 6% to meet the demographic challenges.

Resolved:-  (1)  That the current actions being implemented to improve the Service, namely increasing performance monitoring of contractors, reviewing and monitoring the level of budget variances, scrutinising requests for major adaptations, increase the use of Home Appreciation Loans, improving internal processes and making better use of the existing and new housing stock, be noted.

(2)  That the proposed future actions to review each of the 3 categories of adaptations provided (major adaptations, minor adaptations and minor fixings) and look to re-structure the processes be supported.

(3)  That a formal bid going forward to the Cabinet for a continued and increased Corporate Capital Programme allocation for 2010-12, in line with analysis and recommendations set out in the March, 2009 report i.e. a 6% contribution was required above the existing Corporate  ...  view the full minutes text for item 43.

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.

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 Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

The Director of Housing and Neighbourhood Services submitted a proposal for the creation of a budget line within the Housing Investment Programme for 2010 Rotherham Ltd.’s capitalised repairs, up to a value of £60,000 for 2009/10.  This would create a centralised point for charging costs and improve budget monitoring in this area.

The amount was based on figures for 2008/09 and robust measures would be put in place to monitor expenditure.

Resolved:-  That the principle of 2010 Rotherham Ltd. being allowed capitalised revenue repairs up to a maximum of £60,000 be approved.

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

In accordance with Minute No. 11 of 15^th June, 2009, the Director Housing and Neighbourhood Services reported on the proposals by 2010 Rotherham Ltd. to enhance customer care and support provided to vulnerable people whilst their homes were being refurbished through the Decent Homes Programme.

The proposals included:-

-        Enhancing the value of the decoration allowance

-        Strengthening decant and respite accommodation provision

-        Enhanced allowances for replacement floor coverings

-        Changes to the specification for shower facilities

-        Rent allowances during tenant respite/absence periods away from their home during completion of works

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

(2)  That the proposal contained within the report relating to enhancement of the decoration allowance be not approved.

(3)  That the proposal contained within the report relating to changes to the specification for shower facilities be not approved.

(4)  That the proposal contained within the report relating to rent allowances provided to a tenant during periods away from their home during completion of works be approved to the amount of rent the tenant paid.

(5)  That the proposal contained within the report relating to a pack and wrap service be approved.

(6)  That work be undertaken to ascertain what services could be provided by the voluntary and community sector in supporting vulnerable customers.

(7)  That the proposals contained within the report relating to decanting and respite provision, subject to a satisfactory process being agreed by Adult Social Care for the few cases that may require respite residential accommodation, be approved.

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

The Director of Housing and Neighbourhood Services reported on the Decent Homes Capital budget for the delivery of the Decent Homes Environmental Works Programme, £5.4M of which was planned for delivery during the 2009/10 financial year.

The contractor procurement process was now underway but had commenced later than anticipated and a start on site unlikely to be achieved until November, 2009.  Consequently, there was a risk that the appointed contractors (potentially up to 7) would have insufficient time to carry out the programmed works before the end of the 2009/10 financial year and that some of the budget would be lost.

It was requested that Standing Orders be waived to enable £2M of identified environmental works to be allocated to and be undertaken by the In-House Service Provider.

The Assistant Chief Executive (Legal and Democratic Services) was satisfied that the proposal was consistent with 2010 Rotherham Ltd. and the Council’s fiduciary duty to act in the best interests of Council Tax payers and concurred with the recommendation.  The Strategic Director of Finance was satisfied with the proposal.

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

(2)  That Standing Order No. 48.2.2 be waived for Decent Homes Environmental Works to the value of £2M for the 2009/10 financial year and the allocation of the works to the Repairs and Maintenance In-House Service Provider of 2010 Rotherham Ltd.

 (Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

Further to Minute No. 46 of 28^th July, 2008, the Director of Housing and Neighbourhood Services reported that 2010 Rotherham Ltd. had completed the procurement process and now sought approval to appoint the contractors selected.

The framework for the Decent Homes Security Works Programme would run from the present date until March, 2011 at which point the Decent Homes work would be complete.  Works would be awarded on an annual basis with the value of works allocated subject to a review of the contractors’ performance in the previous year.

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

(2)  That the awarding of the framework contract, as set out in the report submitted, be approved.

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

(Exempt under Paragraph 3 of the Act - information relating to the financial or business affairs of any person (including the Council))

The Director of Housing and Neighbourhood Services reported receipt of a petition from 16 residents at Catcliffe requesting consideration of compensation and an increase in decorating allowances following structural works to their homes.

A letter of acknowledgement had been sent to all of the petitioners.

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

(2)  That the issues raised within the petition be investigated and a further report submitted thereon in September, 2009.

(Exempt under Paragraph 2 of the Act – information which is likely to reveal the identity of an individual)