Agenda and minutes

Tenant/Leaseholder

Ted Wilson

Independent Representative

Timothy Woods

Matthew Walker

Andrew Feldhaus

Co-opted Member

David Glew

To consider any appeals in accordance with Procedure Rule 15.2 of the Access to Information Rules (in the event of an Appeal the press and public will be excluded)

(*In accordance with Procedure Rule 15.2, written notice of an appeal must be received by the Head of Governance Services at least 24 hours before the meeting)

There were no appeals against the refusal of inspection of documents.

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

2   To consider whether or not to accept the officers recommendation in respect of the above information.

3   If so, to formally pass the following resolution:-

RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:-

There were no items identified where it was considered necessary to exclude the press or public due to the confidential nature of the business to be considered.

To identify any items which have been admitted to the agenda by the Chair for consireation.

(The special circumstances shall be specified in the minutes)

There were no late items of business

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-16 of the Members’ Code of Conduct

There were no declarations of disclosable pecuniary interests.

To receive any apologies for absence

Apologies for absence were received from: Councillor A Gabriel, Andy Liptrot and Jo Hourigan

To approve as a correct record the minutes of the Housing Advisory Board held on 7^th September 2015.

(Copy attached)

RESOLVED – That the minutes of the previous meeting held on 7^th September 2015 were accepted as a true and correct record.

To consider any matters arising/ outstanding issues and actions from the previous minutes.

(Report attached)

The following matters arising/ actions from the minutes were highlighted

Minutes No. 72 - Housing Leeds Capital Financial Position Period 2 2015/16

That a breakdown of housing works in each ward would be circulated to members as it became available – Status Open, in progress

Minutes No.24 - Housing Leeds (HRA) Revenue Financial Position July 2015/16

Councillor Ritchie asked if he could be supplied with a Briefing Note as to how the Private Finance Initiative (PFI) scheme operated in Leeds.

Officers confirmed a Briefing Note would be prepared and supplied to Councillor Ritchie.

Minute No.25 - Performance Report

Provision of information in writing for Board members on Housing Advisory Panel funding allocations and spending/ commitments  - Requested information provided to the Board – Status, closed

Minutes No. 26 - Key Welfare Changes and Preparations for Universal Credit

Provision of information following visit to Oldham to be brought to a future meeting – Information to be reported to HAB in February 2016 – Status Open, in progress

Chief Officer Welfare and Benefits to submit a report to a future meeting, including details of exceptions - Information to be reported to HAB in February 2016 – Status Open, in progress

Minute No. 28 - Housing Leeds Customer Access Strategy

An update on this issue would be provided to the Board, together with details on how the differing age ranges of tenants could be addressed in terms of the best way in which to engage with the different groups – Information to be reported to HAB in February 2016 – Status Open, in progress

Minute No. 30 - HAB Forward Plan

A request for information to be provided to Councillor Hamilton on the individual projects for High Rise blocks - Requested information supplied – Status, closed

Minute No. 31 – Agenda Distribution

A request to monitor receipt of papers to ensure that there were no further delays – Status Open, in progress

To receive a report from Voice of Involved Tenants Across Leeds (VITAL) which is intended to provide an insight into the creation and direction of travel of the new strategic tenant body known as VITAL. Ted Wilson, Chair of the Cross City Chair’s Group will present the report on behalf of VITAL.

(Report attached)

Ted Wilson, Chair of the Cross City Chair’s Group presented a report on behalf of “Voice of Involved Tenants Across Leeds (VITAL)

In addressing the report Mr Wilson said the intention was to provide an insight into the creation of, and direction of travel of the new strategic tenant body known as VITAL.

Mr Wilson explained the main aims of VITAL were:

·  To support the development and oversee the implementation of the Tenant Involvement Strategy;

·  To oversee consultations to avoid duplication or consultation fatigue;

·  To ensure wide-spread feedback to tenants;

·  To co-ordinate communications via a single communications plan;

·  To enable communication between tenant forums to avoid duplication;

·  To bring issues of concern to Housing Leeds for action;

·  To review Tenant Involvement budgets for Value For Money and assess impact;

·  To co-ordinate tenant training programmes and providers;

·  To review representation within tenant involvement and co-ordinate approach to address any under-representation; and

·  To co-ordinate tenant consultation on policy development/strategic direction.

In offering comment Councillor Bentley welcomed the establishment of the group suggesting it was important that tenants had adequate representation.

Matthew Walker also welcomed the involvement of VITAL but it was important, he said that duplication/ overlap did not take place.

Councillor Ritchie welcomed the enhanced engagement through VITAL.

Councillor Hamilton requested information on the funding of expenses to VITAL Members and the extent and cost of officer involvement.

In summing up the Chair said the Board appeared to be supportive of the involvement of VITAL and asked that the work of VITAL be reported back to the Board on a regular basis.

RESOLVED –

(i)  To welcome the establishment and involvement of VITAL

(ii)  To receive progress reports on the work of VITAL on a regular basis

(iii)  That  information on the funding of expenses to VITAL Members and the extent and cost of officer involvement be provided to Councillor Hamilton

To consider a report by the Director of Environment and Housing which provides a financial position statement on the HRA Housing Leeds Capital programme at period 6 for the financial year 2015/16.

(Report attached)

The Director of Environment and Housing submitted a report which provided a financial position statement on the HRA Housing Leeds Capital programme at period 6 for the financial year 2015/16.

Appended to the report was a copy of the following document for the information/ comment of the meeting:

• Progress update on the Council House Growth Programme (Appendix A referred)

Richard Ellis, Head of Finance, Environments and Housing presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  Housing Leeds Services and BITMO refurbishment programme

·  Housing Leeds Newbuild Programme &

Councillor Bentley sought clarification on the right to buy back scheme.

In responding the Director of Environment and Housing reported that the Council had set aside funding to purchase 100 long empty properties by March 2018 to be refurbished and let as council housing. In order to qualify as a long term empty home, the property had to have been empty for 6 months.

It was reported that earlier this year, Capita had been awarded the contract to carry out valuations and conveyancing on behalf of the council for this programme.

RESOLVED – To note the Housing Leeds and BITMO refurbishment programme and the Housing Leeds Council House Growth programme position at period 6, 2015/16.

To consider a report of the Director of Environment and Housing which provides an update on the revenue financial position for the Housing Leeds (HRA) service as at the end of September 2015.

(Report attached)

The Director of Environment and Housing submitted a report which provided an update on the revenue financial position for the Housing Leeds (HRA) service as at the end of September 2015.

Richard Ellis, Head of Finance, Environment and Housing, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  Key variances to Income  – Income projected to be £515K

·  Expenditure, particularly around disrepair provision projected to be £1,932K, £32K above the original estimate

·  Right to buy sales (RTB) sales

·  Collection Rates – 96.70% for dwelling rents, compared to the target of 98.06%

·  Arrears – Currently £6.4m compared to £5.8m at the end of 2014/15

Councillor Anderson referred to paragraph 6.1 of the submitted report suggesting that 53% of under-occupiers were in arrears. He asked if a distinction could be made between those who will not pay and those cannot pay. 

In responding the Director of Environment and Housing said the Council would try to assist but tenants must qualify for subsidy under the policy. Collection would be pursued for those Tenants who did not qualify.

Councillor Bentley referred to collection rates and the attempt to get tenants to pay by direct debit/ standing order. He highlighted that many tenants worked part time or had zero hours’ contracts which could cause problems for many households, and suggested that it might be useful to break collection rates down by the three different collection streams i.e. those receiving full housing benefit, partial housing benefit and no housing benefit.

Councillor Ritchie agreed that tenants on low pay/zero hours contracts were likely to struggle and needed signposting to relevant support.

In responding Liz Cook, Chief Officer Housing Management, said there was a range of strategies available to tenants but officers had to be aware of the household circumstances in order to address the tenant’s needs.

Commenting of paragraph 3.2 of the report and the projected overspend by £400k for the repairs budget. David Glew welcomed the more pro-active approach to avoid expensive disrepair claims in the future.

RESOLVED –

(i)  That the report be noted

(ii)  That a breakdown be provided of collection rates by the three different collection streams

To consider a report by the Director of Environment and Housing which provides a summary of the most recent performance data against the new six Housing Leeds priorities and informs the Board of progress with the development performance measures and dashboards for each priority.  The purpose of the dashboards and extended range of performance measures is to give greater insight on matters that affect tenants and to help to put service performance into context.

(Report attached)

The Director of Environment and Housing submitted a report which provided a summary of the most recent performance data against the new six Housing Leeds priorities and informed the Board of progress with the development performance measures and dashboards for each priority.  It was reported that the purpose of the dashboards and extended range of performance measures was to give greater insight on matters that affected tenants and to help to put service performance into context.

Appended to the report were copies of the following documents for the information/ comment of the meeting:

·  Priority 1 Dashboard – Environmental Improvement(Appendix 1 referred)

·  Priority 2 Dashboard – Rents and Benefits (Appendix 2 referred)

·  Priority 4 Dashboard – Repairs (Appendix 3 referred)

Debra Scott, Head of Resources and Strategy, Environment and Housing, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  Progress on Environmental Improvement schemes

·  Improvements in rent collection and arrears performance in quarter 2

·  Homeless preventions

·  Temporary Accommodations

·  Re-Let Days

·  Number of Void Lettable Properties

·  Adaptation

·  Repairs

·  Annual Home Visits and outcomes

·  Disrepair

Referring to paragraph 3.1 of the report, Environmental Improvement, Councillor Ritchie highlighted concerns with one of the city-wide schemes and suggested that there be some evaluation of the quality and impact of these schemes.

Ted Wilson confirmed that the Chair’s group had also asked for a value for money evaluation.

Referring to paragraph 3.3.5 of the report, voids, Councillor Hamilton queried the inclusion of PFI new builds if, by doing so, it gave a distorted view of performance, and asked what was likely to be causing delays in getting the new properties let. 

In responding, Simon  Costigan, Chief Officer Property and Contracts, explained that the PFI properties were not ‘voids’ and shouldn’t be included. He went on to say that performance measures needed to reflect the whole process, including void works and lettings.

Referring to paragraph 3.6.3, Annual Home Visit Outcomes and the 12% of tenants would did not have bank accounts. Councillor Anderson asked what arrangements were being put in place for those tenants when Universal Credit was implemented.

Andrew Feldhaus also noted the high number of rent arrears within the £100 to £500 band, which may point to short-term pressures associated with variations in income and those without bank accounts

In responding on these points Liz Cook, Chief Officer, Housing Management, said discussions were taking place with tenants around future rent arrangements. The use of bank accounts and credit union accounts was been explained and promoted. Tenants would also receive additional support during the transition to Universal Credit.

Referring to paragraph 3.4 of the report, Councillor Hamilton noted that there had been a significant number of outstanding repairs reported via the Annual Homes Visits. 

Councillor Anderson had also noted this and suggested that some analysis be done to determine whether they are new issues requiring attention or existing repairs that have already been reported.

A discussion then took place in relation to repairs performance  ...  view the full minutes text for item 43.

To consider a report of the Director of Environment and Housing which seeks the Boards views on new approaches to housing management and the key principles for local lettings policies.

(Report attached)

The Director of Environment and Housing submitted a report which sought  the Boards views on new approaches to housing management and the key principles for local lettings policies.

Appended to the report was a copy of the following document for the information/ comment of the meeting:

·  List of Local Lettings policies (Appendix 1 referred)

Liz Cook, Chief Officer, Housing Management, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  Housing Management Practice

·  Lettings and Tenancy Management Practice

·  Good Tenancy Record

·  Transfer Policy

·  Pre-Tenancy Training

·  Case Conferencing

·  Housing Pathways

·  Sheltered Housing

·  Age Designations

·  Local Connections

·  High Rise Housing

·  New Build Homes

·  Other Criteria

·  Employment / Training

It was the generally opinion of the Board that they were supportive of the proposals.

Referring to section 3.9 Age Designation, Councillor Hamilton expressed a need for caution, with a view to discrimination issues.

In responding officers said there was an intention to provide pre-tenancy training which would include sessions on how to maintain a successful tenancy. The existing policy on age was to be modified to age/lifestyle related bands

In offering comment Councillor Bentley, referring to the transfer policy said there was an issue around competing needs, some people may be disadvantaged because they were not existing tenants.

Councillor Anderson also indicated his broad support, but highlighted a concern that the transfer policy might lead to increasing costs and needed some cost benefit analysis.

David Glew suggested that as part of the pre-tenancy training, tenants should receive instruction on how the ventilation system operates in new build properties.

Ted Wilson said that he welcomed the report especially the proposals around high rise housing.

The Chair thanked Members for their contributions suggesting some really useful comments had been made.

RESOLVED

(i)  That the contents of the report be noted

(ii)  To support the new approach to developing Community Lettings Policies building on the success of new criteria used for new build homes and delivered through the Council’s Housing Growth Programme.

To consider a report of the Director of Environment and Housing which provides an evaluation of tenant mobility incentive schemes operated in Leeds to date, consider other options available to encourage tenant mobility and to determine the options on spending the remainder of the budget.

(Report attached)

The Director of Environment and Housing submitted a report which provided an evaluation of tenant mobility incentive schemes operated in Leeds to date.

The report also sought the Boards views on other options available to encourage tenant mobility and to determine the options on spending the remainder of the budget.

Appended to the report were copies of the following documents for the information/ comment of the meeting:

·  Mutual Exchanges (Appendix 1 refers)

·  Tenant Mobility Incentive Scheme 2014 -15 (Appendix 2 refers)

Mandy Sawyer, Head of Neighbourhood Services, Environment and Housing, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  The proposed new scheme

·  Proposals for the marketing and communications for the scheme

Councillor Hamilton queried why in the past take up had been low and suggested that if work was completed on a property prior to occupation this may lead to better outcomes.

In responding officers said that tenants were not attracted to multi storey blocks and sheltered housing in unpopular parts of the city.

If was the general view of the Board that the report be welcomed and the suggested way forward be supported

RESOLVED – To support the introduction of a new financial incentive scheme to promote mobility and increase the number of transfer moves secured through mutual exchanges by Leeds City Council tenants

  To consider a report of the Director of Environment and Housing which provides an update on progress with the High Rise project, including the delivery of a number of work strands:

·  Housing Management - including extensive pilot project in Clydes and Wortleys;

·  Investment Strategy;

·  Repairs and Maintenance;

·  Enhanced Community Safety

(Report attached)

  The Director of Environment and Housing submitted a report which provided an update on progress made with the High Rise Project, including information on a number of projects deliveries.

Appended to the report were copies of the following documents for the information/ comment of the meeting:

·  Example of Block Profile (Appendix 1 refers)

·  Clyde’s and Wortley’s Improvement Plan (Appendix 2 refers)

Martyn Long, Service Manager Projects, Environment and Housing, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  Housing Management - including extensive pilot project in Clyde’s and Wortley’s;

·  Investment Strategy;

·  Repairs and Maintenance;

·  Enhanced Community Safety

  Members welcomed the report and the work of the Project Board in developing the high rise strategy.

   In offering comment the Chair said some important work had been carried out particularly in respect Clyde’s and Wortley’s high rise blocks, and that the high rise profiles were very useful for local Members.

  The Chair suggested that the Board may wish to undertake a visit to this area in due course.

RESOLVED –

(i)  To welcome and note the progress to date with the high rise project

(ii)  That arrangement be made for the Board to visit the Clyde’s and Wortley’s high rise blocks, date to be determined at a later date

To note / amend the contents of the Housing Advisory Board Forward Plan 2015/16.

(Report attached)

The Board considered the contents of the Housing Advisory Board Forward Plan for 2015/16

Councillor Bentley requested if an item on “Repairs Performance” could be included on the agenda for the next meeting and could Mears (Repairs contractor) be invited to attend.

Members were supportive of Councillor Bentley’s suggestion

RESOLVED – That with the inclusion of an item on “Repairs Performance” on the next meeting, the contents of the Housing Advisory Board Forward Plan for 2015/16 be noted

To note that future meetings of the Board will be arranged as follows:

·  Tuesday 2^nd February 2016

·  Tuesday 26^th April 2016

All meetings to take place in the Civic Hall, Leeds commencing at 5.00pm

RESOLVED – To note that future meetings of the Board will take place as follows:

·  Tuesday 2^nd February 2016

·  Tuesday 26^th April 2016

All meetings to take place in the Civic Hall, Leeds, commencing at 5.00pm.