Best Value Housing Review group - Minutes of 8 December 2009

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At a MEETING of the HOUSING BEST VALUE REVIEW GROUP held at Dundee on 8th December, 2009.

Present:-

Councillor Jimmy BLACK
Councillor Andy DAWSON
Councillor Kevin KEENAN
Councillor Alan ROSS
Councillor Craig MELVILLE
Councillor Ian BORTHWICK
David DORWARD, Chief Executive
Ms Elaine ZWIRLEIN, Director of Housing
Mr David SIMPSON, Housing Department
Mr Gregory COLGAN, Housing Department
Mr John WOLSTENCROFT, Housing Department
Ms Eileen CHRISTIE, Housing Department
Mr Gordon BIRRELL, Housing Strategy Manager
Mr Ken LAING, Director of Contract Services
Ms Rena SMITH, DFTA
Ms Mary SMITH, DFTA
Mr Jim COCHRANE, DFTA
Ms Kim SMITH, UNITE
Mr Tom KELBIE, GMB
Mr Graeme LAWRENCE, Tenants - East
Mr David JONES, Tenants - West
Mr Martin WILKIE-McFARLANE, Shelter Scotland
Mr Tony DOLAN, Dundee Contract Services

Apologies for Absence:-

Bailie George REGAN
Councillor Fraser MACPHERSON
Kirsty WELLS, TIS

David DORWARD, in the Chair.

Prior to the commencement of the meeting, David Dorward welcomed Councillor Craig Melville to the meeting following his appointment as Depute Convener of Housing, DCS and ES Committees.

I MINUTE OF MEETING OF 2ND NOVEMBER, 2009

The minute of meeting of 2nd November, 2009 was submitted and approved.

II MATTERS ARISING

(i) IMPROVEMENT PLAN PROGRESS

It was noted that the Improvement Plan Progress Report would be placed on the agenda of the next Housing Best Value Group meeting in February 2010 for an update, and thereafter at every alternate meeting of the Housing Best Value Review Group.

III ESTATE SUPERVISION STRATEGY

The Local Community Planning Partnerships (LCPPs) are to be briefed regarding the revised Estate Supervision Strategy (as approved by the Best Value Group).

Action Point

David Simpson to arrange this and advise the Best Value Group at the next meeting.

(i) ESTATE SUPERVISION - COMMUNAL CLEANING

The Group noted that Housing Officers were responsible for arranging the communal cleaning service offered to all tenants/residents in tenement properties and multi storey blocks but the overall responsibility for this service lies with the Estate Services Co-ordinator.

(ii) ESTATE SUPERVISION

The Group noted that David Simpson, City Housing Manager would provide an updated paper on Estate Supervision at the Housing Best Value Review Group meeting in June 2010.

IV STAFF APPRAISAL

Powerpoint Presentation on this item was provided by Gregory Colgan, Housing Department and Val Ridley, Personnel Department. Hard copies of the slides had been issued with the agenda.

The presentation focused on steps that were being taken to ensure that all staff were clearly aware of their roles and responsibilities within the Housing Department and linkage of the scheme with the new Service Plan being implemented in January 2010. Staff would agree individual action plans with Line Managers which would link with Unit and Departmental Plans.

The presentation covered the three main components of the staff appraisal scheme - staff performance, development and staff competencies which were explained in detail along with the main benefits of staff appraisal and development.

Staff would receive briefings on the scheme during January 2010 and staff training would be delivered during February/March 2010 with implementation due to commence in April 2010. A meeting with the unions to discuss the scheme would take place on 17th December, 2009.

The Chair thanked Gregory and Val for their presentation and acknowledged that a lot of work had been undertaken by staff in preparation for the new scheme.

V RELET PILOT - VERBAL UPDATE

Eileen Christie from the Housing Department updated the Group regarding the relet pilot.

The pilot project which commenced week beginning 14th September, 2009 will have completed work on 20 flats by the end of December 2010. The cost of redecoration in the properties had been between £600 and £2,600 per house.

The Group noted that the Claverhouse Group had taken on seven trainees through the future jobs fund and that Dundee Contract Services would be taking on eight trainees in the new financial year beginning April 2010.

The Group noted that following the completion of work on the relet properties they were nearly all taken on the first viewing. It was anticipated that the new letting system in April 2010 would improve the statistical information on relet properties. Tenants moving to take up other Council property would be visited prior to the move to ensure that the property they were vacating was in good order.

Action Point

The Group noted that an update report on the relet pilot would be available for discussion at the Housing Best Value Review Group meeting in February 2010.

VI AMENDMENTS TO THE COUNCIL'S ALLOCATIONS POLICY

A report recommending a number of changes which should be made to the Council's letting policy as a result of comments from the Scottish Housing Regulator and from improvements that have been highlighted through best practice was submitted for discussion.

Action Point

The Best Value Review Group agreed to the recommendations in the report being put forward to the Housing Committee for Council approval.

Discussion followed regarding the awards of points to applicants, with regard to applicants with a physical disability, John Wolstencroft advised that there is flexibility in the matching of applicants with available and suitable accommodation, the policy does not direct which house should be offered to which applicant.

Following discussion regarding relative priority, within the Lettings Policy, for those with a history of anti-social behaviour compared to those with no record of anti-social behaviour, the Director of Housing confirmed that Scottish Government working group on allocations, and the Scottish Housing Regulator, have confirmed that no such distinction or preference can be made.

Similarly no preference can be given to ex servicemen over other applicants, through the Lettings Policy, simply on the basis that they are ex servicemen.

It was noted that the Government working group would issue further guidance on allocations during 2010.

Action Point

In order to provide members of the Housing Best Value Group with an understanding of the new letting system it was agreed that a presentation would be made to the Housing Best Value Group and all elected members.

VII ANY OTHER BUSINESS

(i) HOUSING DEPARTMENT IMPROVEMENT PLAN

John Wolstencroft confirmed that the Housing Department improvement plan had been updated on the Council's website, this could be accessed through the following site www.dundeecity.gov.uk/housing/bvhrg.

VIII PROGRAMME OF MEETINGS 2010

It was agreed future meetings of the Housing Best Value Group would be held on a bi-monthly basis, and the proposed dates for 2010 would be as follows:-

Thursday, 18th February, 2010 at 2.30 pm, Committee Room 5, Podium Block, Tayside House
Thursday, 15th April, 2010 at 2.30 pm, Committee Room 1, 14 City Square
Thursday, 17th June, 2010 at 2.30 pm, Committee Room 5, Podium Block, Tayside House
Thursday, 26th August, 2010 at 2.30 pm, Committee Room 1, 14 City Square
Thursday, 28th October, 2010 at 2.30 pm, Committee Room 1, 14 City Square
Thursday, 16th December, 2010 at 2.30 pm, Committee Room 5, Podium Block, Tayside House

David DORWARD (Chair).

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