Agenda and draft minutes

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Contact: Tracey Meadows Email: t.meadows@somersetwestandtaunton.gov.uk 

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Items
No. Item

7.

Apologies

8.

Notes from previous meeting pdf icon PDF 225 KB

9.

Directorate report - James Barrah, Chris Brown, Ian Candlish, Simon Lewis, Shari Hallett pdf icon PDF 111 KB

    Additional documents:

    Minutes:

    Housing Directorate Report to Housing Strategic Board

     

    The Director of Housing and Communities updated the group on Unitary Authority Stronger Somerset Business Case which proposed two new unitary Councils and a combined authority. The plan would streamline our localgovernment structure with two new Unitaries for East and West, while creating a Combined Authority so more decisions can be made locally, not in Westminster.

     

    During the coronavirus pandemic, Somerset County Council pushed ahead with their bid for a single Unitary for Somerset, while the District Councils were focused on supporting communities and businesses.

     

    A white paper from Government which is called the Devolution White Paper would be the trigger for a consultation exercise and decision making paper that deals with changes to Local Democracy and how areas were represented. This would be taken as our bid being formally submitted and ratified and a consultation exercise undertaken by government of either bid.

     

    The times scales for this were quite tight with the consultation process launched in the New Year, and a shadows authority would be set up in April 2021, this would run for 12 months with the new Council starting in April/May 2022. We need to bear in mind that these time scales could be subject to change.

     

     

    Housing and Communities Teams update

     

    The Assistant Director of Housing and Community Development updated the group that during the pandemic good feedback had been received from tenants regarding welfare checks and support by phone from staff members.

     

    At the beginning of lockdown the letting of properties were suspended whilst the voids team concentrated on emergency accommodation for the homeless applicants due to the closure of commercial Bed and Breakfasts. The 17 properties in Pyrland Fields have now been successfully let.

     

    Now that restriction rules had been relaxed, it is under consideration to open meeting halls from October by appointment only, more information on this will follow shortly.

     

    Reported that we have been successful in securing Hinkley C funding to create the role of a Home Moves Plus Officer Full time for 2 years. This post will work within the Lettings team to work with tenants to encourage and facilitate moves for those currently under-occupying properties and allowing SWT to make best use of its stock for the benefit of all those on the Housing Register.

     

    Somerset Independence Plus (SIP) has successfully recruited a Hospital Resettlement Coordinator. Working out of Musgrove Park Hospital and surrounding NHS Community Hospitals, the post will be responsible for assisting patients with a smooth discharge from hospital into their home setting. The post will be jointly managed by Health and Somerset Independence Plus. It is an 18 month post, funding will be from the Better Care Fund. SIP have also just launched a new service to tackle hoarding. Designed to assist clients who have extensive problems with clutter in their home. The Independent Living Officers’ will centre their level of intervention based upon the clutter scale. Besides working with the client to clear the property, they will also  ...  view the full minutes text for item 9.

10.

Tenant Strategic Board Election - Sharon Yarde

    Additional documents:

    Minutes:

    Update on the Tenant Strategic Group Elections – Sharon Yarde

     

    As you are aware the last election for the Strategic Group was before the transformation of the joint councils of Taunton Deane Borough Council and West Somerset District Council.

     

    Our Terms of Reference state that elections should be held every 3 years, currently we are in breach of those terms. The next election for Group members will be held at the beginning of January 2021.

     

    Information to tenants will be distributed at the beginning of November giving tenants 1 month to submit their application. The application form will include a personal statement from the applicant and a photo which will be returned to the Housing Performance team in a self-addressed envelope. The team then will check eligibility and contacts the tenants if they are not eligible.

     

    The election statement will be sent to all tenants in January, it will include the details of everyone that is standing for election and a ballot paper with a self-addressed envelope.

     

    Currently we are looking to use a third party for the ballot as our Electoral Services cannot perform this due to current canvassing for the Police elections in May. Once the results are in the team will advise the candidates of the results.

     

    Dates and the time lines may change due to the unitary bid.

     

    Comments from the group members included;

     

    ·       I was under the impression from a previous meeting that if not enough people applied to join the group there was no need for an election, please can you clarify? The terms of reference states that there should be an election every 3 years, as there has not been an election for a few years we are actually in breach of this. We hope that by sending out an information pack to all of our tenants informing them of the work that the group perform, we will get enough people to apply;

    ·       We can help with the elections by speaking to our neighbours and encouraging them to vote/stand for election to represent the tenants;

     

    Resolved that – the group recommended the report

     

     

     

11.

Housing Policies and Tenants Strategic Board Policy comment - Shari Hallett

    Additional documents:

    Minutes:

    Housing Policies and Tenants Strategic Group Policy – Shari Hallet

     

    Reported that two policies were being brought forward to the meeting for approval, these were, Allocations and the letting policies. Stated that four further policies would be brought to the group shortly and four to follow. 

     

    Agreement was sought with the group on the best way to share and seek approval and comments of these policies without having to wait for the next meeting. This could be in the way of a special meetings or agree to sign off a couple of policies once a fortnight via email.

     

    Resolved that – the Policies were recommended and Officers to send out hard copies/emails of the Policies once a fortnight for group members to send their comments back to Officers;

     

     

     

     

12.

Allocation and Lettings Policy - Louisa Hill pdf icon PDF 276 KB

    Additional documents:

    Minutes:

    Allocations and Lettings Policy – Housing Specialist Louisa Hill

     

    Update on the Lettings Policy attached with the agenda, key points stated were;

     

    ·       SWT Housing Service will participate in the Homefinder Somerset Partnership, the partnership operates a countywide choice based lettings scheme which is administered by the Local Authorities of Somerset;

     

    ·       Asylum seekers - SWT will assist in the rehousing of Asylum Seekers and persons from abroad, in accordance with statutory and regulatory requirements.   We will  accept referrals from the Local Authority for Asylum seekers with “limited leave to remain” as well as  the NASS scheme (National Asylum Support Scheme);

     

    ·       Aids and adaptations - We will seek to allocate our housing stock in a way that ensures best use of the property, this will include where there are significant Aids and Adaptations, property size and also the local situation (ensuring adherence to Section 106 agreements. We will achieve this by effective use of adverts, using appropriate labelling and working with partners such as Housing Occupational Therapists;

     

    ·       Policy - We will review our allocations and lettings performance and consult on this policy by seeking comments from customers, stakeholders and partners, as well as reviewing against good practice and regulatory and legal requirements;

     

    ·       Portfolio sign off - To ensure fairness and transparency ,where we identify an applicant has a significant relationship either with SWT or an employee of SWT, we will ensure that any proposed let is reviewed with the Housing Portfolio Holder before the allocation is confirmed;

     

    ·       Downsizing - We will seek assist our existing customers who need to downsize to a smaller property by supporting them through the application and lettings process and by provision of a Transfer Removal Grant, once the home move is completed;

     

    ·       ASB - We will not usually make an allocation to an applicant where they or a member of their household has a recent history, (defined as the last 2 years) of ASB.   We will take into account, the extent of the ASB, its impact on the local community at the time, the length of time since the activity occurred, but also what the applicant or household member has done to change their behaviour and be better able to sustain a tenancy with SWT;

     

    Comments from group members included;

     

    ·       When you are allocating properties in the rural areas are you taking into consideration applications from people that already live there or want to come back to the village due to family living there? This is about making the best use of our stock so there maybe people that are in the village that maybe in a lower band and in a lower need for housing and so we have to look even if it is outside of that village area people that are in more need for that type of accommodation and if they have expressed an interest to be in that village that is an appropriate let;

     

    ·       ASB – no mention of the impact on the victims of this anti-social behaviour; this is not directly  ...  view the full minutes text for item 12.

13.

Tenancy Policy - Stephen Boland pdf icon PDF 377 KB

    Additional documents:

    Minutes:

    Tenancy Policy – Housing Specialist, Stephen Boland

     

    Update on the Tenancy Policy attached with the agenda, key points stated were;

     

    ·       We have been operating our current tenancy policy for the last 5 years with no major changes to the County wide policy since last reviewed. The Somerset policy sets up rules and conditions for tenancies and we have to make sure that our council fits within this County wide strategy;

     

    ·       Tenancy policies for new tenancies – Introductory tenancy introduced in 2015 which is a starter tenancy with slightly less rights attached to it making sure that tenants get off to a good start with managing their tenancy well and conducting themselves in a tenant like manner. These tenancies have a 12 month duration which can be extended up to 18 months. This is an automatic roll on to a secure tenancy on successful completion of the introductory period. There are currently 214 introductory tenancies in progress at present with only a few being rolled over as they did not meet all the conditions. There have been very few evictions within this period;

     

    ·        Secure tenancy agreement – This agreement is the best option for tenants and has more rights attached to it through legislation with the added option of Right to Buy. The policy gives us the option to apply to the courts for demoted tenancy which prevents nuisance and allows the secure tenancy to be demoted to a demotion tenancy, which the judge sets out the period of demotion. If a tenant breaches this order, we go back to court and the tenant has less rights to defend those proceedings so if you have to go back to court the resolution means that tenants do not have to go back through a whole court process, it is a mandatory granting of possession. This is an option in our anti-social tool kit;

     

    ·       Non secure tenancy agreement – these tenancies do not have the same security of tenure or rights as those set out in secure tenancies;

     

    ·       Licenses or forms of agreement – we offer licences or forms of agreement for example , where a decant property is made available to a secure tenant who has to move temporarily to have works carried out;

     

    ·       Mutual exchange – a secure or assured tenant has the right to exchange their tenancy with another secure or assured tenant, subject to the written consent of his/her landlord;

     

    ·       Tenancy succession - Existing SWT secure tenancies that commenced from the date of the introduction of this policy will only allow there to be one statutory right of succession to a spouse or civil partner or a member of the deceased tenant’s family, limited to son or daughter only;

     

    ·       Redevelopment or major works - Tenants who have been moved into alternative accommodation during any redevelopment or other major works will be granted a tenancy with no less security of tenure on their return to settled accommodation;

     

    Comments from group members included;

     

    ·       Please can you clarify the status of the  ...  view the full minutes text for item 13.