Best Value Housing Review Group - Minutes of 1 September 2009

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At a MEETING of the HOUSING BEST VALUE REVIEW GROUP held at Dundee on 1st September, 2009.

Present:-

Councillor Jimmy Black
Councillor Alan Ross
Councillor Christina Roberts
Councillor Kevin Keenan
Depute Lord Provost Ian Borthwick
Bailie Rod Wallace
Councillor Fraser Macpherson
Mr Alex Stephen, Chief Executive
Ms Elaine Zwirlein, Director of Housing
Mr David Simpson, Housing Department
Mr Gordon Birrell, Housing Strategy Manager
Mr Jim Green, Architects
Ms Eileen Christie, Housing
Mr Gregory Colgan, Housing
Mr Ken Laing, Director of Contract Services
Ms Rena Smith, DFTA
Ms Mary Smith, DFTA
Mr Jim Cochrane, DFTA
Ms Kim Smith, UNITE
Mr Rory Malone, UNISON
Mr Martin Wilkie-McFarlane, Shelter Scotland
Mr Tom Kelbie, GMB
Ms Kirsty Wells, DFTA
Mr David Jones, Tenants - West

Apologies for Absence:-

Bailie Rod Wallace
Councillor Fraser Macpherson
David Dorward

Mr Alex Stephen, Chief Executive, in the Chair.

I MINUTE OF MEETING OF 3RD JULY, 2009

The minute of meeting of 3rd July, 2009 was submitted and approved.

II MATTERS ARISING

(i) PROCUREMENT

It was agreed that this item be taken at a future meeting.

(ii) CRAIGFORTH HOUSING NEED & DEMAND STUDY

Members noted that the Craigforth Study was still under consideration following meeting of the Housing and City Development Committees. Therefore, a review of the report's content would take place at the next meeting once a consensus had been reached by City Council Committees.

It was suggested by Councillor Black that as group members and Councillors may not have seen a full copy of this report, and that much of the report's content required to be taken in context with the whole document that group members and all elected members receive a copy of the full report and that further discussion be held at a future meeting. Members agreed this proposal.

(iii) ISSUES RAISED BY TENANTS' REPRESENTATIVES

It was noted that issues raised by Tenants' representatives with the Director of Housing outwith the meeting had been resolved.

III LETTING ISSUES

(a) NEW ALLOCATIONS SYSTEM DEMONSTRATION

Moira Ritchie of the Lettings Team gave a presentation to members on developments which had taken place regarding the new Lettings IT system. It was noted that the new system was developed in light of the findings of the Housing Regulator, and also the need to have a more joined up system. It was envisaged that this system would be capable of providing a proper audit trail for staff and would enable staff to plan more efficiently for the future quality checks.

The following points were also raised during the presentation:-

• aims of the new lettings system
• challenges set by the regulator
• what the new system would offer for applicants
• how better quality advice will be available for applicants, in particular prospects advice
• how property could now be better matched to applicants

In conclusion, it was noted that Phase 1 of the new system was 60% complete, with system testing of the application process underway. Lettings staff had also commenced awareness raising and links with Housing Associations and the Medical Advisory Service had been formed.

A brief question and answer session followed, wherein it was noted that it was envisaged that inter-agency information sharing would help keep track of tenants once a tenancy had ended. It was noted that it was the intention of the department to undertake pre-termination visits for each tenant and also pre-transfer visits. This would be phased in with pre-termination visits taking priority. Budget implications would need to be assessed.

It was agreed that the use of social enterprise schemes within the department was innovative, however, budgetary issues required to be addressed. Members agreed that this should be included as an agenda item at the next meeting.

It was noted further that personal circumstances of tenants would be better retrieved under the new system, therefore enabling Letting Officers to ensure that their appropriate support needs would be met. In addition to this it was recognised that housing allocation policies were needs based but that clients' preferences also had to be taken into account. However, once the Common Housing Register was fully implemented, allocations could be made which would better satisfy both the needs and preferences of clients.

The Chair thanked Moira for her interesting and informative presentation.

(b) "AVAILABLE NOW" WEBSITE DEMONSTRATION

Members noted the web pages used for the new "Available Now" house lets.

A presentation was given by Eileen Christie on the Lean Service Review on Void Management. It was noted that this review would result in joint benefits for Dundee Contract Services and the Housing Department, with the whole system being under continuous improvement. The undernoted points were also considered during the presentation:-

• Waste in workflow and its impact
• Opinion of the housing regulator on current services
• "Quick fixes" in place to improve the service
• "Quick fixes" to improve the quality and standard of relets
• Future actions planned to improve the service, and their anticipated impact

Thereafter, discussion took place regarding the points raised in the presentation. It was noted that Dundee Contract Services hoped to become more involved with Scottish Enterprise regarding the enterprise scheme, and seek views from tenants regarding an acceptable "minimum" standard. Concern was raised regarding the appearance of steel doors and shutters fixed to void properties and it was agreed that alternatives to this be explored. It was also noted that the fifteen day target for processing housing applications would be reviewed and that a lower target date set if this was achievable.

IV IMPROVEMENT PLAN

It was agreed that this item be deferred until the next meeting to enable members a further opportunity to scrutinise this document and provide feedback on this prior to the next meeting.

V A O C B

Concern was raised regarding the time taken for members to receive their agendas. It was agreed that efforts would be made for all items to be issued timeously, having recognised that this was not always possible. Furthermore, it was noted that where possible items would be emailed to representatives.

VI DATE OF NEXT MEETING

Thursday, 1st October, 2009 at 3.00 pm in Committee Room 5, Podium Block, Crichton Street, Dundee.

Alex STEPHEN, Chair.

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