A MEETING OF THE HOUSING BOARD
WAS HELD ON 5 MARCH 2003
Chairman of the Policy and Organisation Board (Councillor Cully) (ex officio) (P), Councillors Bone (P), Carter (P), Mrs Cully (P), Friend (P), Hayward (P), P Russell (P), Smith (P), Taylor (P), Wright (P) and Mrs Wright (Chairman) (P)
(N.B. Councillor Smith was present as a permanent replacement for Councillor Mrs Gravell).
34. MINUTES
RESOLVED: That the Minutes of the meetings of the Board held on 15 January and 5 February 2003 be approved and signed by the Chairman as a true and correct record.
PART II
35. HOUSING RENEWAL POLICY 2003/04
36. THE OUTCOME OF THE 2002/03 OPTIONS APPRAISAL PROCESS
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minutes Book as Appendix "B"), containing an Options Appraisal report. This report had been produced following an extensive period of consultation with a steering group consisting of democratically elected residents, officers and Trade Union representatives together with an Independent Tenants and Residents Adviser (ITRA), Tenant Initiatives. A Ward Councillor from both the Town and Leesland Wards had also attended the process.
It was reported that given the financial pressures facing the Council and its current inability to meet the Decent Homes Standard deadline of 31st December 2009, democratically elected resident representatives had considered all the options currently available to the Council and had concluded that transfer of the Council's five tower blocks to a Housing Association best met the evaluation criteria they had determined. Residents' representatives had therefore recommended to the Council that they consider allowing the Steering Group to select a preferred potential Housing Association partner and that this organisation be allowed to make a contractual offer to all residents, prior to a ballot of tenants and leaseholders to be held towards the end of 2003.
It was stressed that residents' representatives had determined the criteria by which the each option had been examined and the subsequent evaluation of each option.
The options were:
- stock retention
- Private Finance Initiative
- Arms Length Management Company
- partial stock transfer
The standards against which each option was examined and evaluated were:
- delivery of affordable rents and service charges, which have been openly discussed with tenants and residents who have been provided with the information that they need in the format they require it
- ensuring that existing tenants will be able to exercise their Right to Buy
- bringing the properties up to the Decent Homes Standard within the Government's timetable and maintaining them at that standard whist still allowing tenants to exercise choice
- ensuring that tenants are fully involved in the decision making processes of the Housing Service and able to influence the policies that are adopted
- providing additional improvements to the external environment such as security, improved communal spaces, parking etc.
- providing services that are responsive, professional, customer focussed and accessible to local people
- providing staff who are empowered to resolve issues and management that are accountable
- maximising rental income by making appropriate lettings efficiently
After considering the all the options, residents' representatives concluded that the partial stock transfer (of the Council's five tower blocks namely Garland, Hammond and Blake Courts and Harbour and Seaward Towers) was the only available option that met their minimum criteria and addressed the additional benefits they were seeking.
RESOLVED: That the Housing Services Manager be given authority to appoint PCA Management Consultants Ltd to facilitate the processes required to select a preferred Registered Social Landlord (Housing Association) partner in partnership with the Steering Group and to undertake all necessary steps to work towards a ballot of Tenants and Leaseholders of the Council's five tower blocks, to be held towards the end of 2003.
37. REVIEW OF RESIDENT ASSOCIATION CONSTITUTIONS
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix "C"), which advised the Board that the Tenant Participation Advisory Service (TPAS) had produced a model constitution for Residents Associations and that there was a need to review the constitutions of the seven Residents Associations that had been formally recognised by the Housing Board in order to bring them into line with the good practice model.
It was reported that there were currently seven Residents Associations, which had been formally recognised by the Council. They were:
- Clarence
- Dolphin Crescent
- Harbour Tower
- St John's Square
- Seaward Tower
- Trinity Close
- Woodlands House
A working group from the Housing Forum had been set up to discuss the review of the constitutions and the associated issues of nominations to the Housing Forum, annual reports and support to the Residents Associations. The Customer Involvement Partnership had also been briefed on the proposals.
Each Residents Association's constitution had been checked against the updated model constitution. Where clauses were missing, they had been discussed with the Residents Association. Subject to Housing Board approval, Residents Associations were proposing to take any amendments to their next Annual General Meetings. It was noted that this process may take up to a year.
It was reported that each Residents' Association would be able to nominate up to two representatives to the Housing Forum and that annual reports would be produced prior to their Annual General Meetings to provide members of the Residents' Associations with feedback on its activities and achievements throughout the year. This would also enable the Customer Services Team to review the performance of each Residents' Association to assess where support or advice may be needed.
RESOLVED: That –
(a) approval be given to the adoption of the TPAS good practice model constitution for Residents' Associations by Residents' Associations recognised by the Council where those clauses were applicable;
(b) approval be given to the procedure for nominating representatives to the Housing Forum;
(c) approval be given to the introduction of Resident Association annual reports;
(d) approval be given for access to support and training for Residents' Associations who, where applicable, fulfil the criteria within the model constitution; and
(e) a progress report be presented to the Housing Board during the next twelve months.
38. NEW PRIORITY NEED CATEGORIES AND GRANT APPLICATION TO
ESTABLISH A MEDIATION SERVICE (YOUNG PEOPLE)
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix "D"), which updated the Housing Board as to the impact of the new priority needs categories introduced on 31st July 2002. The report outlined the service responses to the increase in applications for housing from young people and identified a gap in existing services. It recommended the approval of funding for the establishment of a youth reconciliation service to address the identified gap in existing services.
It was reported that the new priority needs categories which came into being as a result of the Homelessness Act 2002 were:
(a) all homeless 16 and 17 year olds who were not the responsibility of Social Services (for example children in care)
(b) long term care leavers under 21 years of age not in further or higher education
(c) anyone under 25 years of age who was vulnerable due to lack of a support network
(d) persons who were vulnerable (regardless of age) because they had been in care, imprisoned or served in Her Majesty's Armed Forces
(e) anyone who was vulnerable due to having fled domestic or other violence
It was reported that the level of Government grant subsidy for 2003/04
would be £26,000 and that conditions would be attached to the grant
although it was not considered that they would impact adversely.
The Board was advised that since 31st July 2002, by far the most significant number of homeless applications received from the new priority need categories had been from people under the age of 25. During the period 31st July – 31st December 2002, of the 23 applications made by persons under 25 years of age, 17 were due to eviction by parents or friends. Applications that were accepted because the applicants were young had quadrupled since the change in the law although the numbers were still relatively low when compared to overall homelessness levels.
It was reported that another issue with the new priority need categories was the level of support required to maintain applicants in temporary accommodation. Essential work was being carried out by both in-house and through external agencies in supporting homeless customers in temporary accommodation.
The Board was advised that the Accommodation Resource Centre (ARC), operated by Two Saints Housing Association was set to significantly expand its services in the locality to address the ongoing support needs of young people. It was recognised that ARC was the main provider of accommodation for young people in Gosport.
It was reported that, as a first step towards the adoption of a multi agency approach, the Council had progressed a cross - district initiative with Fareham Borough Council for a Youth Accommodation Panel (16+ Housing Panel), which would involve housing authorities, social services and relevant voluntary agencies.
The Board was advised that, despite positive steps taken to establish floating support and assessment services locally, a significant gap in available services had been identified by the range of agencies working in the Gosport area. This surrounded the need for a "reconciliation" service as over 70% of young homeless people presenting themselves to the Council had been evicted by family or friends and it was clear that there was a role for attempting reconciliation in an effort to prevent homelessness.
It was reported that ARC had approached the Council as an organisation prepared to deliver a reconciliation service. ARC had already agreed funding of £13,500 from Fareham Borough Council to set up the service and was requesting £13,500 from Gosport Borough Council for 2003/04, the money to be used in conjunction with that from Fareham Borough Council to establish a cross-district youth reconciliation service. It was not considered that the Council could provide this level of support for less than £13,500.
The Board was advised that the cost of this funding application would be met by using part of the Government homelessness subsidy of £26,000.
RESOLVED: That –
(a) the contents of the Housing Services Manager's report be noted; and
(b) approval be given for funding of £13,500 for the year 2003/04 in favour of the Accommodation Resource Centre for the establishment of a cross-district youth reconciliation service.
39. 2003/04 HOUSING REPAIRS PROGRAMME
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix "E"), which set out the proposed 2003/04 Housing Repairs programme.
It was reported that the programme was designed to implement the Capital Works Programme Priorities approved by the November 2002 meeting of the Housing Board and aimed to target available resources over the next three financial years at: Criteria 4 of the Decent Homes Standard – Thermal Comfort (through the installation of insulation and central heating) and Criteria 3 of the standard – Modern Facilities. The investment strategy aimed to combine targeting available funds at two of the four elements of the Decent Homes Standard that were also the key identified priorities of customers.
RESOLVED: That approval be given to the proposed 2003/04 Housing Repairs Programme as set out in Appendix1 of the Housing Services manager's report.
40. DEVELOPING THE HOUSING SERVICE'S PARTNERING ARRANGEMENTS
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix "F").
It was reported that, in the three full years since the development of the Council's capital programme partnering approach with Connaught PLC, there had been a significant improvement in the delivery of major works, improved satisfaction and a reduction in the number of defects. A partnered rather than a conventionally tendered approach had resulted in a significant proportion of the overall programme being completed earlier in the financial year and a noticeable number of efficiency improvements. Particularly beneficial had been the "open book accounting" approach and the ability to financially plan the delivery of the programme on a longer-term basis.
The Board was advised that the expiry of the existing day-to-day repairs contract with Quadron SITA in April 2004 presented an opportunity to extend the partnering approach to routine repairs as well as major works. However, although Gosport's Housing Service now had significant partnering experience, partnering a routine repairs service would present new challenges. Given the success of the previous "partnering pilot" approach with Connaught and Quadron's consistent level of performance (97.58% of day to day repairs completed within the contractual time scale between 1st April and 30th September 2002 compared with 95.43% during the financial year 2001/02) and the favourable assessment of the day to day repairs service received from the Audit Best Value Inspection Service in 2000, it was recommended that the existing day to day repairs contract be effectively extended until 2005/06 to provide an opportunity to pilot partnering arrangements. This approach was considered to be of benefit to both organisations and would allow the Council in 2005 to appoint one long-term partner for all repairs and improvement work (excluding gas servicing work).
The Board was advised that the legal implications of this course of action had been investigated and it had been found that the proposed extension was permissible.
It was reported that the Council's existing gas servicing arrangements for all landlord appliances covered by the Gas Act 1998, were currently undertaken by Hardings Ltd. This contract had commenced in September 1998 and had been performed to a high standard. Given the nature of the work, it was not proposed to include these duties within a partnering arrangement. The existing contract with Hardings was due to expire in September 2003.
The Board was advised that, given the good working relationship developed with this contractor, it was proposed that the Housing Services Manager and the Borough Solicitor agree the principles of a proposed six month extension and, if agreement were reached, affect this proposal. A full selection process (including advertising within the European Union) for a new 5-year servicing agreement would then be undertaken this summer, bringing this process into line with the advertisement of a range of other corporate repair and property related contracts.
It was reported that, on 3rd October 2001, the Council undertook a partnering exercise to appoint a door entry installation partner. This process resulted in the appointment of EPS Ltd with SAC Ltd being appointed as the reserve contractor. This partnering arrangement had originally been intended to cover two financial years with the first year involving the installation of door entry systems to Harbour and Seaward Towers and a number of smaller blocks throughout the Borough. This work had been completed at the end of the last financial year but the quality of the partnering arrangement had not met expectations.
Discussions with EPS Ltd had revealed that the partnering arrangement had not met the expectations of either organisation and, as a result, the reserve partner, SAC Ltd, had been appointed to undertake the remaining programmed work. Progress since this appointment had been positive.
RESOLVED: That –
(a) the Borough Solicitor be given authority extend the day to day repairs contract with Quadron until the end of March 2006, to present an opportunity to pilot partnering arrangements;
(b) the Housing Services Manager and Borough Solicitor be authorised to agree a proposed extension of the gas servicing contract with Hardings for a period of six months and, if agreement is reached, effect this proposal; and
(c) the appointment of the reserve door entry system partner organisation, SAC Ltd, to undertake servicing and planned installations in the 2003/04 financial year be noted.
41. ANNUAL GRANTS TO VOLUNTARY AGENCIES
Councillor P Russell declared a personal interest in this item, which was not prejudicial. Therefore he was able to take part in the debate and voting thereon.
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minutes Book as Appendix "G") in connection with two grant applications from two separate voluntary organisations, namely, Gosport Citizens Advice Bureau Fast Track Debt Service and Fareport Fund-a-Home.
Both services, which delivered vital preventative homelessness services to non-priority homeless customers, had been established for a number of years and had previously been funded by the Housing Board.
It was reported that Gosport Citizens Advice Bureau Fast Track Debt Service had established a good reputation for timely intervention in complex cases. The Council had funded the provision of a part-time specialist debt worker to provide debt advice and advocacy to customers referred by the Council since April 1999. The current post holder also delivered a similar service through Fareham Citizens Advice Bureau and arrangements were in place that enabled the service to be viewed as a cross-district service.
The funding application was for a total of £4,978.92, which represented the existing level of funding plus a 3.5% annual increase and it was recommended that this amount (or as varied if the local government annual increase were to vary from 3.5%) be granted for the year 2003/04.
It was reported that the Council had funded Fareport Fund-a-Home since January 1999. The organisation provided services to customers for whom the Council had no statutory duty to accommodate but for whom it did have a statutory duty to assist. The services provided were:
- advice to customers about securing private rented accommodation
- assistance to customers in securing accommodation (with or without the need to resort to the Council's financial backing)
- support to customers in accommodation to maintain their tenancy
The Council was now being asked by Fareport Fund-a-Home to provide further "on call" funding of £3,000 to help secure accommodation. The Council had previously set aside £8,000 to cover potential liabilities arising from claims on damage guarantees. The £8,000 was made up of £4,000 at the onset of the scheme in 1999 and a "top up" of £4,000 in 2002.
A total of £3,808.54 had been paid out by the Council since 1999 due to damage liability and it was recommended that the Council "top up" monies held on account by a further £3,000.
Consideration was given to a recommendation that future funding applications to the Housing Board be classed as either new or established and that established schemes have funding applications determined through delegated powers. New or substantially re-caste services seeking grant funding would be reported to the Housing Board. Members took the view that this recommendation should be approved subject to the funding request being in line with previous awards.
RESOLVED: That approval be given for -
(a) funding of £4,978 (or as varied if the Local Government annual increase varies from 3.5%) for the year 2003/04, in respect of the Gosport Citizens Advice Bureau Fast Track Debt Service;
(b) funding of £3,000 be held in account by this Council to cover potential liabilities incurred by Fareport Fund-a-Home in respect of damage guarantees issued to assist homeless customers in their securing private rented accommodation; and
(c) the Housing Services Manager be given delegated powers in consultation with the Chairman of the Housing Board and Group Spokespersons to approve future grant applications falling under the Housing Board remit, where the service to be funded has previously approved by the Housing Board and the funding request is in line with previous awards.
42. ACCESSWAYS
Consideration was given to a report of the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix "H"), which proposed extending the list of roads where reservations held against private land by the Council were extinguished.
It was reported that a reservation was a right to re-acquire land after sale and could be placed on the land at the time of the sale. This would allow the vendor to the right to re-acquire the land, at no cost, in order to implement certain specified proposals, in this instance to provide a rear accessway.
Reservations emanated from a highways policy decision in the 1970's, which recommended the construction of rear accessways to properties in order to encourage off street parking. Where rear accessways could not be constructed immediately when a "right to buy" sale took place, reservations were placed on the appropriate land, ordinarily the final 3 to 4 metres at the end of the garden. A time limit was also placed on the reservation of 20 years after which time the Council would be unable to re-acquire the land except under compulsory purchase legislation or negotiation with the freeholder.
In September 1998, the Housing Committee had resolved that:
" when the first reservation within an area (Appendix 1 refers) lapsed, existing freeholders with reservations be advised that the Council no longer intended to exercise any rights it has to take the land back"
The Appendix to the report had covered a proportion of these properties but a number of roads (detailed in Appendix 2 of this report) now needed to be formally adopted into this policy as they had been unintentionally omitted from the September 1998 report.
RESOLVED: That the revised list of areas where reservations will be extinguished, contained in Appendix 2 of the Housing Services Manager's report, be approved.
CHAIRMAN
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