Best Value Review Group Minutes - Minutes 31 March 2011

At a MEETING of the HOUSING BEST VALUE REVIEW GROUP held at Dundee on 31st March, 2011.

Present:-

Councillor Jimmy BLACK

Bailie Helen WRIGHT

Mr David DORWARD, Chief Executive

Ms Elaine ZWIRLEIN, Director of Housing

Mr David SIMPSON, Housing Department

Mr Gordon BIRRELL, Housing Department

Mr Greg COLGAN, Housing Department

Mr John WOLSTENCROFT, Housing Department

Mr Jim FENTON, Housing Department

Mr Bruce PATRICK, Dundee Contract Services

Mr Graeme LAWRENCE, Tenants' East

Mr Jim COCHRANE, DFTA

Ms Rena SMITH, DFTA

Ms Kirsty WELLS, Tenants' Information Service

Mr Tom KELBIE, GMB

Ms Kim SMITH, UNITE

Apologies for Absence:-

Bailie George REGAN

Bailie Rod WALLACE

Councillor Craig MELVILLE

Councillor Fraser MACPHERSON

Councillor Alan ROSS

Councillor Kevin KEENAN

Mr Ken LAING, Director of Contract Services

Mr Martin WILKIE-McFARLANE, Shelter

Mr Rory MALONE, UNISON

Ms Mary SMITH, DFTA

Mr David JONES, Tenants' West

David DORWARD, Chief Executive,in the Chair.

I WELCOME

The Chief Executive welcomed those present to the meeting.

It was noted that David Jones, Tenants' West representative had resigned from the Group as he was moving from the area.

II MINUTE OF MEETING OF 20TH JANUARY, 2011

The above minute was submitted and approved.

III MATTERS ARISING

There were no matters arising not covered elsewhere in the minute.

IV IMPROVEMENT PLAN UPDATE

There was submitted a report detailing progress on the Improvement Plan up to the end of January 2011.

The Director of Housing summarised the content of the report highlighting items relative to housing need and demand, asbestos survey, repair costs, procurement procedures and the stock information database, all of which had been completed since the January meeting. A total of 109 items were complete and work was progressing on the 40 remaining items.

Thereafter, the Housing Best Value Review Group:-

(i) noted progress on implementation of the Improvement Plan up to the end of January 2011;

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

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

V ALLOCATIONS POLICY (REVIEW OF THREE OFFER RULE)

On a reference to Article V of the meeting of the Housing, Dundee Contract Services and Environment Services Committee of 25th January, 2010, wherein it was agreed that the three offer rule be reviewed after six months operation of the new IT Letting System, there was submitted a report by the Director of Housing evaluating the role of the rule in the current letting policy.

John Wolstencroft, Quality and Performance Manager, outlined the background to the review and confirmed that analysis of performance information indicated no explicit requirement to retain the policy. Furthermore, it was not anticipated that any significant increase in the number of repeat refusals would result from abolition while the number of appeals against unreasonable offers would reduce. Removal of the policy would also allow for greater flexibility in dealing with individual cases. Board members noted that applicants for housing would be made aware of this change of policy.

Thereafter, the Housing Best Value Review Group agreed:-

(i) that the three offer rule be removed since the number of applicants whose application for housing was suspended under the rule was small and there was little evidence of its effectiveness;

(ii) that the IT Department be remitted to amend the current Letting system programmes, letters and reviews to remove the three offer rule;

(iii) that all written and electronic documents such as policy guidance and intranet/internet documents be amended to reflect this change;

(iv) that a report be submitted to the Housing, Dundee Contract Services and Environment Services Committee to seek formal approval of the policy changes recommended in this report; and

(v) that the position be reviewed in twelve months' time.

VI COMMON HOUSING REGISTER (CHR)

John Wolstencroft, Quality and Performance Manager, gave a presentation on development of the Common Housing Register.

Dundee City Council had developed the required infrastructure to facilitate a CHR and was in discussion with local housing providers regarding participation in the scheme; agreement would be required relative to governance, cost sharing and any TUPE implications. Establishment of a pilot had been proposed and would be taken forward once issues regarding the common application form, letting policies, integrated stock databases and secure web development had been resolved.

The Review Group acknowledged that there was no statutory requirement for RSL's to adopt common housing registers and that their involvement would therefore depend on assessment of the benefits to individual organisations.

The Group further noted the potential for enhanced multi-agency working through development of existing facilities, such as the "Available Now" site, which could be expanded to include RSL properties; this could be in addition to, or instead of, CHR membership.

VII STRATEGY FOR MANAGING LOW DEMAND HOUSING

There was submitted a report by the Director of Housing seeking approval for the strategy for managing low demand Council housing.

Gordon Birrell, Housing Strategy Manager, summarised the contents the report setting the context for housing demand in the city and identifying priorities reflected in the Local Housing Strategy, SHQS Root and Branch Review (2010) and the Housing Needs Demand and Affordability Study (2009). The Review Group noted initiatives to improve letting performance and further noted that a review of sheltered housing was underway.

Thereafter, the group discussed current policy relative to the letting/decommissioning of sheltered properties. It was agreed that sheltered tenants should be kept fully appraised of any available alternative sheltered housing prior to decommissioning; details of "Available Now" properties would be emailed to wardens and tenants advised to submit application forms should they wish to be considered for a transfer. The Group noted that the sheltered housing review would look at all issues relative to the letting of sheltered properties.

Thereafter, the Review Group approved the strategy outlined in the report.

VIII REPAIRS PROGRESS UPDATE

Jim Fenton, West District Housing Manager, reported on progress on items in the Improvement Plan specific to repairs issues highlighting developments in respect of gas safety, right to repair scheme and general repair/maintenance issues.

Thereafter, the following points were discussed:-

· Right to Repair Scheme publicity

· automatic claim processing

· enhanced use of mobile phones

· prioritisation of repairs

· abortive call rates

· appointment systems

In conclusion, the Group noted that the only items still outstanding relative to repairs issues were:-

Item 69 - Appointment System

Item 76 - Issue of receipts for Right to Repair jobs

Item 83 - Development of text messaging

IX A O C B

(i) ONLINE RENT PAYMENT

On a reference to Article VI of the minute of meeting of 20th January, 2011, it was reported that the online rents payment system had been upgraded to provide confirmation of the date payment would be credited to the rent account.

X DATE OF NEXT MEETING

Thursday, 26th May, 2011 at 2.30 pm in Committee Room 1, 14 City Square, Dundee.

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