Best Value Housing Review Group - Minutes 17 June 2010

At a MEETING of the HOUSING BEST VALUE REVIEW GROUP held at Dundee on 17th June, 2010.

Present:-

Councillor Jimmy BLACK
Councillor Alan ROSS
Councillor Andy DAWSON
Councillor Craig MELVILLE
Councillor Kevin KEENAN
Bailie George REGAN
Ms Elaine ZWIRLEIN, Director of Housing
Mr Gordon BIRRELL, Housing Department
Mr Gregory COLGAN, Housing Department
Mr John WOLSTENCROFT, Housing Department
Mr Roger SEAMAN, Housing Department
Mr Jim FENTON, Housing Department
Ms Marjory STEWART, Director of Finance
Mr Graeme LAWRENCE, Tenants - East
Ms Rena SMITH, DFTA
Mr Jim COCHRANE, DFTA
Mr Martin WILKIE-MACFARLANE, Shelter
Ms Kirsty WELLS, Tenants' Information Service
Ms Kim SMITH, Unite
Mr Tom KELBIE, GMB

Apologies for Absence:-

Mr David Dorward, Chief Executive
Depute Lord Provost Ian BORTHWICK
Councillor Fraser MACPHERSON
Bailie Roderick A J WALLACE
Mr Ken LAING, Director of Contract Services
Mr David SIMPSON, Housing Department
Mr Rory MALONE, UNISON
Mr David JONES, Tenants' West
Ms Mary SMITH, DFTA

Ms Marjory STEWART, Director of Finance, in the Chair.

I MINUTE OF MEETING OF 15TH APRIL, 2010

The minute of meeting of 15th April, 2010 was submitted and approved.

II MATTERS ARISING

(i) DRAFT LETTING STANDARD

It was reported that consultation on the draft relet standard would close on 18th June, 2010 and the results reported to a future meeting of the Review Group.

(ii) RENT RECOVERY

On a reference to Article III of the minute it was noted that reports on the topics identified for further analysis would be covered at future meetings.

III IMPROVEMENT PLAN PROGRESS REPORT

There was submitted a report by the Director of Housing reporting on progress on the Improvement Plan agreed with the Scottish Housing Regulator.

The Quality and Performance Manager summarised the contents of the report and the following progress noted:-

• 125 of the total 149 actions were due for completion by May, 2010
• 88 of the actions due for completion had been completed
• 23 of the actions due for completion were 75% complete or greater
• 10 of the actions due for completion were 50% complete or greater
• 4 of the actions due for completion were less than 50% complete

Following discussion regarding the contents of the report, the Best Value Review Group agreed:-

(i) to note the progress on the implementation of the Improvement Plan up to May, 2010;

(ii) to refer the report for approval to the Council's Housing, Dundee Contract Services and Environment Services Committee; and

(iii) that, as part of the commitment to Public Performance Reporting, the report be added to the plans and performance section of the Council's website.

IV REVIEW OF HOUSING IMPROVEMENT PLAN - BAKER TILLY

There was submitted a report by the Director of Housing notifying the Housing Best Value Review Group that Baker Tilly LLP had been appointed to carry out an independent review and ensure appropriate evidence was in place to support progress relative to actions taken to address issues raised by the Scottish Housing Regulator Inspection Report.

It was also noted that the Regulator had welcomed the appointment as a positive step towards fulfilling the action plan.

V STAFF INDUCTION AND TRAINING

Gregory Colgan, Finance and Corporate Services Manager, gave a presentation on Staff Induction and Training.

(i) INDUCTION

The Review Group noted the introduction of a two-part process to provide staff with an induction structured around particular jobs and responsibilities whilst also providing a clear and comprehensive overview of the Department and its wider roles and responsibilities within the Council structure. An Individual Staff Induction Handbook had been developed outlining the aims of induction, providing a comprehensive introduction to the Department and an individual performance and development review detailing key milestones/targets, tailored to individual posts. This individual induction would be complemented by a Departmental Induction Programme, led by the Finance and Corporate Services Unit, providing information on wider corporate matters aimed at clearly defining roles within the Department and developing an appreciation of the individual's contribution to overall service delivery. The Departmental Induction would be delivered on a quarterly basis.

(ii) TRAINING

The Group noted that a performance and development review was due for completion in June, 2010. Results would be collated and structured, staff led, competency based training plan developed.

Recent training had focused on child protection, potential violent person's database and Managers/Team Leaders awareness development. In addition, a tailored five-day Level 2 Chartered Institute of Housing course had been developed in association with Dundee College.

Thereafter, officer answered questions from members of the Group.

Items covered included:-

• length of induction
• training budget
• job shadowing
• Health and Safety
• individual training records

VI SHQS REVIEW

Roger Seaman, Housing Investment Manager, gave a presentation updating members on developments in the SHQS Review since June, 2009.

(i) TIMETABLE

Revised timetables were noted. The first phase of the Council's Root and Branch review would be submitted to Committee in August, 2010 and thereafter fed into the rent consultation for 2010/2011. Interim updates to the Scottish Government now due in September 2010 and resubmission of delivery plans by September 2011.

(ii) PROGRESS SINCE JULY, 2009

At risk stock numbers had reduced with the return of Lochee multis to core stock but upgrading works would now be required; works had not been sanctioned while deemed 'at risk'. The intention to seek energy ratings exemptions due to construction type was noted. The installation of kitchens/bathrooms was ahead of original target figures but the overall outstanding figure remained static at 7,500 (60% of stock) due to the increase in core stock. 1,700 showers had been installed through the shower programme and bathroom upgrades but the introduction of controlled entry systems was not meeting targets due to lack of agreement from owner occupiers. Overall 27% of housing stock now SHQS compliant.

(iii) CURRENT ISSUES AND RISKS TO DELIVERY

The negative impact of the current economic climate on available funding was highlighted. It was noted that issues regarding the shower policy, roof replacements and controlled entry programmes contributed to risks to delivery.

Five current areas of risk were identified namely:-

• programme costs exceeding estimates
• shortfall in capital receipts
• impact of owner/occupiers on 'voluntary' upgrades
• reduced right-to-buy receipts
• technical standards (risk of exemptions guidance)

Thereafter, officers answered questions from members of the Group.

Items covered included:-

• land sales
• rent reviews
• grant assistance for owner/occupiers
• sanctions post 2015
• shower programme funding
• difficulties of delivering SHQS on available budget

In conclusion, the Review Group noted that the SHQS, and options for delivery, would be considered at the Tenant's Conference on 20th June, 2010.

VII REVIEW OF THE SHELTERED HOUSING SERVICE

Jim Fenton, Housing Services Manager, gave a presentation on the above topic.

The Group noted that the sheltered housing service had not been inspected by the Housing Regulator but impacted on services that had been subject to the Regulator's report.

It was noted that the 2000 sheltered housing units were resource intensive and falling demand had potential implications for the letting service. The review had therefore been initiated to investigate and report on:-

• supply and demand
• alternative delivery methods and funding options
• decommissioning strategy
• stakeholder consultation

It was anticipated that initial feedback would be collated and proposals for the future of the service drafted by October. Consultation would be wide ranging and include all those with an interest in the service.

Thereafter, officers answered questions from members of the Group.

Items covered included:-

• wider community use of sheltered lounges
• service delivery issues
• user expectations

VIII AOCB

(i) OPEN DAY

It was reported that one of the Maxwelltown multis scheduled for demolition would be open to the public on 18th June, 2010. Powrie Place Sheltered Accommodation would also be open to allow visitors to see services on offer.

(ii) SHELTER DISCUSSION SESSION

Martin Wilkie-MacFarlane advised that Shelter would be happy to organise a question and answer session allowing the Best Value Review Group and Elected Members to discuss housing matters in an informal information sharing forum.

It was agreed to consider this after the re-inspection in the autumn; further discussion to take place at the next meeting of the Group.

IX NEXT MEETING

Thursday, 26th August, 2010 at 2.30 pm, Committee Room 1, 14 City Square, Dundee.

Marjory STEWART, Chair.

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