Agenda and minutes

To consider and approve the minutes of the previous meeting held on 11 February 2025 as a true and correct record of the proceedings and to be signed by the Chair.

Resolved:-  That the minutes of the previous meeting held on 11^th February, 2025 be approved as a true and correct record of the proceedings.

To receive declarations of interest from Members in respect of items listed on the agenda.

There were no declarations of interest to report.

To receive questions relating to items of business on the agenda from members of the public or press who are present at the meeting.

The Chair advised that there were no members of the public or representatives of media organisations present at the meeting and there were no questions in respect of matters on the agenda.

To consider whether the press and public should be excluded from the meeting during consideration of any part of the agenda.

The Chair advised that there were no items of business on the agenda that would require the exclusion of the press or public from the meeting.

To consider the report which provides a summary of the findings of the review into how the Council supports new tenants and if this is improving sustainability of tenancies along with the associated action plan.

Consideration was given to the report which set out the detail of the outcome of the Tenant Scrutiny Panel following a review of how the Council supported new tenants and if this was improving sustainability of tenancies.

The Chair welcomed:-

• Councillor Sarah Allen, Cabinet Member for Housing.
• James Clark, Assistant Director, Housing
• David Ramsden, Chair of the Tenant Scrutiny Panel
• Sandra Wardle, Housing Options Service Manager

to the meeting and invited officers to provide a summary of the findings of the review and the associated action plan to support delivery of the recommendations.

Councillor Allen, Cabinet Member for Housing, elaborated on how this review provided an ongoing opportunity for customers to work pro-actively with the Council, to look at various aspects of landlord service delivery from a customer perspective and to develop recommendations and actions for service improvement.

The review focused on the support offered by the Council supported by Rotherfed to new tenants with a view to improving the sustainability of tenancies.

By way of a powerpoint presentation Sandra Wardle, Housing Options Service Manager, outlined:-

• The remit of the Tenant Scrutiny Panel - To consider various aspects of landlord service delivery, from a customer perspective and to develop recommendations and actions for service improvement.
• The methodology for the review.
• Progress of the nine recommendations (Appendix 2 of the report).
• A – Affordability Meeting.
• B – Key Choices Description.
• C – Virtual Viewings Re-evaluation.
• D – Viewings for Vulnerable Tenants.
• E – Welcome Pack.
• F – Welcome Visit Feedback.
• G – Clarity around the Furnished Scheme.
• H – Furniture Scheme Extension.
• I – Measuring Sustainability.

A discussion and question and answer session ensured and the following issues were raised and clarified:-

·              After a tenancy sign up how long would it take before a tenant received a welcome visit.

The service confirmed this was usually within the first two/three months when an Area Housing Officer would meet with new tenant.  An earlier visit could be arranged if this was flagged as part of the tenancy sign up.

·              Positively the service were listening to tenants and actions were either complete or on track.  In terms of virtual viewings was this a video download or an officer using a camera.

The service confirmed all virtual videos were provided by an external provider with each individual property and filmed externally and internally to show facilities.  The video was then download to a YouTube channel, which was then sent to a perspective tenant to look at with family and friends and any support worker.

·              What was the average cost per property for providing virtual viewings and was this cost effective against face-to-face viewings.

The service confirmed the provider was paid a fixed sum each month regardless of how many videos were taken.  An exercise was to shortly be undertaken looking at options for virtual viewings and whether to continue with the current provider or to bring this in-house, which could be more expensive. 

Virtual viewings served a purpose and often agencies involved with a perspective  ...  view the full minutes text for item 54.

Report from the Strategic Director of Regeneration and Environment.

Recommendations:

That Cabinet approves the Climate Change Action Plan in Appendix 2, noting the key achievements and opportunities summarised in Appendix 1 and section 2 of this report.

Further to Minute No. 123 of the meeting of Cabinet held on 10^th February, 2025 consideration was given to the report which provided an update on the Council’s Climate Change activity for the previous year which were appended to the report covering the seven policy themes of Monitoring and Measurement; Energy; Housing; Transport; Waste; Built and Natural Environment; and Influence and Engagement. A theme covering Adaptation was subsequently added to the action plan to recognise the work to prepare for climate impacts and mitigate those already being felt throughout the Borough.

The Chair welcomed:-

·              Councillor Robert Taylor, Cabinet Member for Transport, Jobs and the Local Economy

·              Andrew Bramidge, Strategic Director for Regeneration and Environment

·              Louise Preston, Climate Change Manager

Councillor Taylor confirmed this report, therefore, provided coverage of the eight policy themes and in addition included a summary of the Council’s progress on nature recovery action. A forward plan for 2025/26 was also proposed.

The Climate Change Manager described how the report had been split into themes and detailed a number of actions proposed within the 2025/26 action plan providing opportunities for monitoring and the development of a Net Zero 40 Strategy covering the wider Borough identifying further outcomes for delivery in future years.

An update was provided on the positive action that had taken place, notably development of the carbon footprint, total borough omissions, procurement of goods and services and understanding the carbon omissions for the transport fleet and buildings.

The report as submitted set out in detail against all the themes, but further information was provided on the trialling of Hydrotreated Vegetable Oil (HVO) by the Council in ten of its existing ICE vehicles over the last eleven months which had proven to be successful. Whilst the trial was confirmed as a suitable solution to reduce emissions of the Council’s fleet with minimal service disruption, this was not a long-term solution to reduce the carbon footprint.

Housing Services were also continuing to administer the installation of energy efficiency measures to properties which was being well received.   However, given the positive feedback received on the East Herringthorpe homes, the Council had also included a ‘net zero ready’ standard within its specifications for all future newbuild Council homes delivered as part of the current Housing Delivery Programme.

Engagement and community engagement activity was taking place with local residents who were encouraged to take up grants and look at climate-based actions to reduce waste and save money.

Public Health and Adult Care have been involved in a trial to introduce climate change mitigation and adaptation into service plans. The next phase of this work which included formalising documentation and training Property and Facilities Services, have been included in the 2025/26 Action Plan.

A number of challenges were still being faced.  The Council had not seen as greater reduction in carbon emissions and the heat network had not been delivered.  A lot of work had been undertaken on the decarbonisation of  buildings, but there remained the reliance on electricity.  Solar would  ...  view the full minutes text for item 55.

To consider and endorse the outline schedule of scrutiny work for the 2024 -2025 municipal year.

The Governance Manager introduced the work programme report and noted that the initial scoping information for the School Road Safety Working Group was being sought and collated.  Similar work was also being undertaken by officers in another area within the Council with discussions taking place to determine how this could be linked to avoid duplication of work. 

It was also noted that in terms of the Grass Cutting and Roads Maintenance Review the Chair of the Overview and Scrutiny Management Board had asked for an additional meeting with the Assistant Director responsible prior to the group progressing.

Any further suggestions/ideas for review work were welcomed, which would not be picked up as part of the ongoing reviews.  Suggestions included:-

·              Collection of litter on roundabouts before the grass growing season.

·              Maintenance of trees and bushes on borough gateways, including remediation for bushes that seem to attract and collect litter.

·              A review of selective licensing.

Suggestions would be looked at and where appropriate added to the Work Programme going forward.

Resolved:-  (1)  That the update on the Work Programme be received and noted.

(2)  That the Governance Manager be authorised to make any required changes to the work programme in consultation with the Chair/Vice Chair and reporting any such changes back at the next meeting for endorsement.

To consider any item which the Chair is of the opinion should be considered as a matter of urgency.

The Chair advised that there were no urgent items of business requiring the Commission’s consideration.