16 11 2004

The Mayor (Councillor Edwards)(ex-officio) (P), Chairman of the Policy and Organisation Board (Councillor Hook)(ex-officio), Councillors Burgess (P), Carter, Mrs Champion (P), Mrs Cully (P), Davis (P), Foster (P), Gill (P), Philpott (P), Rigg (P) and Mrs Wright (P).

 

 

It was reported that, in accordance with Standing Orders, notice had been received that Councillor Hayward would replace Councillor Carter for this meeting.

 

 

 

 

An apology for inability to attend the meeting was submitted on behalf of Councillor Carter.

 

 

 

 

 

 

RESOLVED:  That the Minutes of the Board meeting held on 8 September 2004 be approved and signed by the Chairman as a true and correct record.

 

 

 

 

 

 

 

Consideration was given to a report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix ‘A’).  The report notified Members of the Housing Board of the outcome of a survey process designed to assess the condition of the Council’s 28 concrete ‘Orlit’ houses in Rowan Close and Cherry Close, Lee-on-the-Solent and assessed two interim repair options and the potential demolition and redevelopment of the site.  Following consultation with residents of ‘Orlit’ homes, the report concluded that because of their non-traditional construction, repairing these homes was not an adequate or cost effective option.

 

 

The report sought authority to undertake urgent gable-end and chimney related repairs in the current financial year to properties in the Council’s ownership, (owners would be able to access these arrangements by entering into a private agreement with the contractor concerned) to begin a decant process and for authority to be given to the Housing Services Manager to develop, in consultation with Ward Councillors, an appropriate regeneration proposal for thirty Orlit homes (including two owner-occupied homes).

 

 

Members were advised that a comprehensive analysis of an Orlit homes in the Council’s ownership had been carried out. Although the report inevitably concentrated on the defective construction issues, it was emphasised that these had made excellent family homes for over 50 years. The report outlined however how this building construction type had been designated as defective in the early 1980’s. The report contained a technical analysis of the issues which in essence involve: moisture over time seeping inside the concrete panels, causing a rusting of the steel-reinforcement to the panels and in some areas, columns, that form part of the concrete frame, which in turn had led to the concrete cracking at a variety of different locations within the dwellings. A series of photographs were displayed to illustrate the deterioration.

 

 

Three options to tackle the condition of the dwellings had been proposed.  The first option was short term (0-4 years) and included repairing the concrete panels, dislodged gable end tiles and chimneys.  This work would cost in the region of £160,000 but would not result in the homes reaching the Decent Homes Standard or guaranteeing a halt to the deterioration process.

 

 

The second option, medium term (0-15 years) included more extensive repair works that would include residents vacating their homes for the duration of the work.  It was emphasised that this option would still not guarantee the prevention of further deterioration of the concrete panels.

 

 

The third option was to demolish the Orlit homes and redevelop the site, which would meet regeneration requirements and would contribute to the Council’s corporate Neighbourhood Renewal agenda. It was expected that a new construction in traditional materials on adequate foundations should meet ‘fitness standards’ with a notional life of 60 years.

 

 

Members were assured that if Option 3 was adopted three year temporary contract extensions would ensure that Members and residents could work with the Project Co-ordinator and the two allocations members of staff, who had together successfully co-ordinated the Steane Homes process. This experienced team would take every reasonable step possible to help residents through the re-housing process.

 

 

Councillor Kimber, Ward Councillor spoke on behalf of the residents in relation to the circumstances surrounding Option 3. Coucillor Kimber commented on the effect the disruption would have, particularly, on elderly residents who had lived in their homes for 50 years, who were over 80 years of age facing the possibility of having to move twice.  It was  suggested that the phasing of the future scheme should be carefully examined to see if part of the site could be used for residents to remain, pending the development of new homes and that every possible effort should be made to minimise the impact on the community involved. It was indicated that consideration should also be given to residents in Spencer Drive, Larch Close and at the rear of Skipper Way who might also be affected by the disruption of construction works.

 

 

Councillor Kimber welcomed the temporary contract extensions to allow this experienced  team to work on this important project. The Chairman of Housing Board confirmed that full consultation would take place with residents at every stage if Option 3 was adopted.

 

 

 

 

RESOLVED:  That the Board -

 

 

(i)

authorise the Housing Services Manager to undertake the necessary urgent repairs to Orlit homes in the Council’s ownership, with immediate effect;

 

 

(ii)

authorise the Housing Services Manager to commence the rehousing of the Council’s tenants (24 Secure tenants and 4 Contractual tenants), with the highest possible priority, with immediate effect and to secure, pending demolition, the properties vacated;

 

 

(iii)

authorise the Housing Services Manager to devise the level of payments to be made to tenants to reflect home-loss and disturbance in consultation with the Chairman of the Housing Board and identify sufficient funds for the decant programme and associated legal, management and demolition costs within the Housing Revenue Account budget; and

 

 

(iv)

authorise the Housing Services Manager to undertake detailed financial and development discussions with partner Housing Associations, the Housing Corporation and Ward Councillors in order to develop an appropriate regeneration scheme.

 

 

 

 

Consideration was given to a report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix ‘B’).  In July 2004 the Housing Board had considered a homelessness and lettings performance report for the whole of year 2003/04. The report presented to the Board summarised the performance for the first half of the financial year 2004/05 and highlighted significant trends.

 

 

An analysis of homelessness and allocations data showed that during the first six months of the year homelessness trends had shown a gradual reduction and that following the continued development of the Council’s Rented Accommodation in the Private Sector (RAPS) Scheme, overall homelessness accommodation costs were within budget. The RAPS scheme was also shown to be having positive benefits in driving up the condition of private rented sector accommodation standards through the accreditation process, a requirement for all Landlords wishing to register homes for the scheme. However, the Board were informed of a continued reduction in the availability of permanent accommodation generally and specifically, of Council lettings. As a result of these factors, applications recorded on the Council’s Joint Housing Register were broadly static.

 

In response to a Member’s question relating to the addition of a development scheme to provide additional ‘emergency’ accommodation, the Housing Services Manager reported that investigations were continuing and that he hoped to be in a position to provide Housing Board Members with a progress report early in 2005.

 

In response to a Member’s question relating to the ‘rotation’ of properties experienced within the RAPS scheme, it was confirmed that despite a continuing reduction in permanent accommodation, the allocations quota changes approved by Housing Board in the Summer of 2004 had ensured a continued rotation of people within the RAPS scheme and elsewhere within the wider portfolio of temporary accommodation. The creation of a designated officer responsible for the continued development of the RAPS scheme had ensured that a steady supply of new properties was being acquired. 

 

Members congratulated the Housing Options and Allocations service for the performance achievements outlined in the report and suggested extending advertising of the RAPS scheme to local radio.

 

 

RESOLVED:  That the Housing Board notes the contents of the report.

 

 

 

 

Consideration was given to a report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix ‘C ’).  The report gave an update to Members of the Housing Board of the Council’s success in obtaining ‘Supporting People’ funding for the provision of low-level support to homeless and vulnerable customers.  The total amount of external finance obtained for the 2004/05 financial year was expected to be £254,000, a figure predicted to increase in 2005/06 to around £291,000.  In addition the report sought the approval of the Housing Board to extend the existing temporary employment contracts of ‘Supporting People’ team members.

 

 

Members were informed that £128,000 ‘Supporting People’ grant from Hampshire County Council had been confirmed until January 2007, it was believed that funding from the Office of the Deputy Prime Minister of £46,000 was unlikely to be withdrawn and with the unapplied income RAPS management fee there was optimism that increasing demand could be dealt with through an increase in staffing and the virement of predicted savings of £20,000 in 2005/06.

 

 

RESOLVED:  That the Board approve -

 

 

(i)

the extension of the ‘Supporting People’ temporary employment contracts to

31 January 2007 set out in Table One of Appendix A; and

 

 

(ii)

the virement of predicted savings in 2005/06 (£20,000) arising from the

re-negotiation of the Deed of Nomination (Gosport Borough Council and Southlands Housing Association) to staffing budgets in the Allocations and Advice Section.

 

 

 

 

Consideration was given to a report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix ‘D’).  The report sought the authority of the Housing Board to enter into a further partnering arrangement with Connaught Property Services Limited (‘Connaught’) to allow them to undertake the Council’s Decent Homes (Kitchen and Bathroom) modernisation scheme, a key requirement of the Decent Homes Standard.

 

 

Members were informed that Connaught had been awarded the partnering contract for all the Council’s external capital improvements in 2001 and in accordance with Contract Standing Order 1.4.1 it was proposed to waive the requirements of Contract Standing Orders 5.6 and 11.4.4 to allow these internal modernisation works to be carried out.

 

 

Referring to item 3.2 of the report it was confirmed that the Housing Services Manager and Group Housing Spokespersons were in the process of selecting an appropriate kitchen supplier that would meet the requirements of the Council and its residents.

 

 

RESOLVED:  That the Board -

 

 

(i)

in accordance with Contract Standing Order 1.4.1 waive the requirements of Contract Standing Orders 5.6 and 11.4.4; and

 

 

(ii)

authorise the Housing Services Manager and Borough Solicitor to enter into such legal documentation as necessary with Connaught to allow the provision in 2005/06 of the Council’s Decent Homes (Kitchen and Bathroom) modernisation scheme.

 

 

 

 

Consideration was given to a report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix ‘E’).  The report sought to inform Members of the Board of progress in the delivery of a statutory obligation of the local housing authority to publish policies and procedures in relation to anti-social behaviour.  The report also sought to delegate powers to the Housing Services Manager in consultation with Group Housing Spokespersons, to make such decisions in the development of those policies as was necessary to facilitate the production of high quality documentation to meet this obligation.

 

 

The Housing Services Manager, in consultation with the Chairman, proposed the following amended recommendation and this was accepted by Members of the Housing Board:

 

 

‘That the Housing Services Manager in consultation with the Chairman of Housing Board and Group Spokespersons approve changes to, or the development of, existing policy as recommended by the Services Overview and Scrutiny Committee’s Anti-Social Behaviour Working Group and the consultation process.  If it is felt that the proposals represent a significant departure from the Council’s existing procedures, then in these circumstances, it is proposed that this matter be referred to the appropriate Board for consideration.’

 

 

Following the introduction of the Anti-Social Behaviour Act 2003 it was required that public landlords provide a Statement outlining their general approach to anti-social behaviour and a Summary of their current policies and procedures.  Housing Services’ policies and procedures had been collated and audited, consultation with Members and residents was continuing and a first draft had been produced.  The second draft was anticipated in December 2004, with publication by 31 December 2004.

 

 

It was reported that successful consultation had taken place between the Housing Forum and the Chairman of the Anti-Social Behaviour Scrutiny Working Group.  It was not possible to pre-judge any recommendations that the Services Overview and Scrutiny Committee might make and the revised recommendation accommodated this eventuality.

 

The Borough Solicitor confirmed that there was a statement in the Anti-Social Behaviour Act to allow for the charging of copies of the Council’s policies and procedures although copies of the summary would be free of charge. It was suggested that a letter be sent to all Members of the Board confirming the national charging rates for photocopying the Borough’s anti-social behaviour policies and procedures.  It was noted that the documents would be available on the INet in ‘Adobe’ form, free of charge.  It was hoped that charges would be made on an infrequent basis and that the documents could be displayed on the GBC website. A suggestion was made to advertise the services provided in the ‘At Your Service’ magazine.

 

 

RESOLVED:  That the Housing Services Manager in consultation with the Chairman of the Board and Group Spokespersons approve changes to, or the development of, existing policy as recommended by the Services Overview and Scrutiny Committee’s Anti-Social Behaviour Working Group and the consultation process.  If it is felt that the proposals represent a significant departure from the Council’s existing procedures, then in these circumstances, it is proposed that this matter be referred to the appropriate Board for consideration.

 

 

 

 

The Mayor, Councillor Edwards’, congratulated the Housing Services Customer Services Team in conjunction with tenant representatives for producing a first class 2005 Housing Forum Annual Report Calendar. The Chairman asked that these comments be passed on to the members of staff and residents concerned.

 

 

As this was the last meeting before Christmas the Chairman wished everyone a Merry Christmas and a Happy New Year.