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Contact: Democratic Services
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Apologies for Absence Minutes: There were no apologies for absence. |
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To confirm as a correct record the minutes of the Housing Scrutiny Panel meeting held on 24 October 2024. Minutes: RESOLVED that the minutes of the meeting held on 24 October 2024 be confirmed and signed as a correct record. |
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Chairman's Announcements Minutes: There were no Chairman’s announcements.
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Declarations of Interest and Disclosures of Advice or Directions To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders or Political Groups, in accordance with the Council’s Constitution. Minutes: There were no declarations of interests made at this meeting.
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Deputations To receive any deputations of which notice has been lodged. Minutes: There were no deputations made at this meeting.
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To consider any item of business dealt with by the Executive since the last meeting of the Panel that falls under the remit of the Housing Portfolio. This will include any decisions taken by the Executive Member during the same time period. |
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Minutes: There were no comments or questions for clarification in respect of this item.
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Minutes: There were no comments or questions for clarification in respect of this item.
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Fareham Housing Repairs & Maintenance Policy - Adoption Minutes: There were no comments or questions for clarification in respect of this item.
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Opportunities Plan Update To receive a presentation by the Assistant Director (Finance and ICT) which will present the Panel with an update on the Opportunities Plan. Minutes: The Panel received a report by the Assistant Director (Finance and ICT) which presented an update on the current Opportunities Plan for particular projects linked to the Housing portfolio. Members were asked to consider and comment on the report and to propose any new ideas they may have had in the workshop preceding the meeting.
RESOLVED that the Housing Scrutiny Panel considered and commented on the progress made with the current Opportunities Plan projects. |
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Fareham Housing Development Sites Update To receive a presentation by the Housing Delivery Manager which will provide the Panel with an update on progress with Fareham Housing sites and other relevant strategic housing matters. Additional documents: Minutes: The Panel received a presentation by the Housing Delivery Manager which updated Members on the progress being made with Fareham Housing sites and other relevant strategic housing matters.
Members commented on the details surrounding the decision to give delegated authority to the Director of Housing following consultation with the Executive Member for Housing to acquire, dispose or change the tenure of homes, which is scheduled to be considered at the February Executive meeting. Members asked that officers consider the transparency of this delegation and asked that regard be given to report when this delegation is used to this Panel. Officers advised that this would be discussed with the legal partners in creating the report to the Executive.
RESOLVED that the Housing Scrutiny Panel notes the content of the presentation. |
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Management and Performance of the Void Process To receive a report by the Director of Housing which presents information in respect of the management and performance of the council housing void process. Minutes: The Panel received a report by the Director of Housing which provided an update on the changes, and improvement thus far, in how Fareham Housing address the ‘voids’ process.
Members commented on the excellent improvement in the management and performance of the voids process and commented positively on the increased income and savings since the changes have come into effect. Members noted the recognition that there are further opportunities to improve the efficiency of the process, and the positive impact that a faster void process can have by making properties available sooner for customers. Officers explained how caution should be applied if setting a target for average void time, given that the Council’s current proactive approach to disabled adaptations (which often take longer) is important to maintain.
Members asked that in future reporting, the data could provide a little more detail, including total number of voids, more cost information, and potentially looking at those involving disabled adaptations separately.
RESOLVED that the Housing Scrutiny Panel notes the content of the report, including the changes undertaken and underway, and the intention to see ongoing improvements moving forward.
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Fareham Housing Decant Policy To receive a report by the Director of Housing which will present the draft Fareham Housing Decant Policy for consideration by the Panel before being considered by the Executive for adoption. Additional documents: Minutes: The Panel received a report by the Director of Housing which provided an overview of the Draft Fareham Housing Decants Policy. The Policy described the legislation and process governing when occupants are required to move accommodation in an emergency or to enable repairs, major works or redevelopment.
Members asked for clarification on the rent fees for tenants who are decanted to alternative accommodation, either permanently or on a temporary basis. Officers confirmed that in the case of temporary decants the rent would be the same as the permanent property and any benefits received for this would continue. In the instance of permanent moves, alternative properties would be assigned based on the allocations property and consider tenant needs and affordability, with officer’s offering advice and guidance to tenants throughout the process.
Members of the Panel queried the number of decants that were not permanent each year. Officers advised that although no data was immediately to hand, the numbers were very low last year, and numbers would have the potential to fluctuate if, for example, there was a fire or flood event impacting multiple homes.
RESOLVED that, having considered the report and the attached Draft Fareham Housing Decants Policy as included in Appendix A to the report, the Housing Scrutiny Panel puts forward the comments, as detailed above, to the Executive to be taken into account when considering approval to present the draft policy for public consultation. |
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Update on Tenant Engagement Strategy To receive a report by the Director of Housing which will provide the Panel with an update on the Tenant Engagement Strategy. Minutes: The Panel received a report by the Director of Housing which provided members with an update on the progress with improving tenant engagement following the adoption of the Tenant Engagement Strategy in September 2024.
Members praised the enthusiasm of officers in getting this new initiative off the ground, and their appreciation for the update. Members recognised that much more is planned as part of the Council’s journey to improve and enhance tenant engagement.
RESOLVED that that the Housing Scrutiny Panel notes the content of the report. |
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Tenant Alterations Policy To receive a report by the Director of Housing which will present the draft Fareham Housing Tenant Alterations Policy for consideration by the Panel before being considered by the Executive for adoption. Additional documents:
Minutes: The Panel received a report by the Director of Housing which infirmed members of the new draft Fareham Housing Alterations and Improvements Policy and the associated ‘easy read’ version for Council tenants and leaseholders.
The Panel enquired if tenants must ‘make good’ on any alterations they make to their property when they vacate. Officers explained that this would be decided on a case-by-case basis and would be agreed with the tenant when an alteration is approved.
Members asked about the number of requests received from tenants to make alterations. Officers advised that small alteration requests are made frequently but larger alterations such as extensions are rare with tenants signposted to Building Control, Planning and other professionals for advice and relevant statutory permissions. All requests are looked at on a case-by-case basis with tenants needs and the future use of the property considered with each request.
It was noted by the Panel that changes are required to Appendix C of the Policy document to provide clarity on the process.
RESOLVED that the Housing Scrutiny Panel puts forward the comments and observations, as detailed above, in advance of the draft policy being presented to the Executive for approval to proceed to public consultation. |
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Options on how to better engage tenants in the scrutiny process To receive a report by the Director of Housing which will present options to consider on how to better engage tenants in the scrutiny process. Additional documents: Minutes: The Panel received a report by the Director of Housing which provided Members with details of proposed options to develop effective tenant scrutiny mechanisms within the Council, including the introduction of a tenant scrutiny framework to support the council to deliver on the regulatory requirements.
Members of the Panel were delighted to see the proposals for tenant scrutiny, and strongly supported the need to allow this initiative to be led and developed by tenants. Members expressed how they would welcome hearing about, and supporting, how tenants wish to scrutinise the Council as landlord, and that the steer is with them as to how exactly this is done. Although it was agreed that a mechanism for Officers and/or Members to support the scrutiny process should be provided, especially in the early days of the process.
Members also expressed the need to keep the approach under review (as led by the tenants themselves) to ensure that it does not become stale.
Members were advised on when the group of Tier 1 engaged tenants will next meet to consider and decide the approach, which will not be limited to just the options articulated as part of the report.
RESOLVED that the Housing Scrutiny Panel:
(a) considered the proposed options to introduce tenant scrutiny, as attached as Appendix A to the report, in advance of the options being presented to the tenant engagement group; and
(b) supports the favoured scrutiny approach of the tenant engagement group. |
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Fareham Housing Shared Spaces Guidance To receive a report by the Director of Housing which will present the draft Fareham Housing Shared Spaces Guidance for consideration by the Panel before publication. Additional documents:
Minutes: The Panel received a report by the Director of Housing which informed Members of the new draft Fareham Housing ‘Shared Spaces’ guidance and the accompanying ‘Easy Read’ version.
Members only comment on the document was that they thought it was very good and will be a useful guide to tenants and officers.
RESOLVED that the Housing Scrutiny Panel provides the observations and comments, as detailed above, in advance of the draft Fareham Housing ‘Shared Spaces’ guidance being made available for tenants. |
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Fareham Housing: Compliance with Health & Safety To receive a report by the Director of Housing which informs Members about Fareham Housing’s compliance with health and safety requirements. Minutes: The Panel received a report by the Director of Housing which provided information in respect of Fareham Housing’s compliance with Health and Safety Standards as a social housing landlord.
The Director of Housing addressed the Panel to advise that Members should note that in paragraph 24 of the report, where reference is made to an item subject to legal action, this should instead read that we are in discussion with our legal team about the potential to take action.
Members thanked Officers for the comprehensive document, which provided assurance and insight on very important matters pertaining to safety in council homes. Members highlighted the gas safety inspections, and the reassurance that this gave given the risk that this can pose in homes and for occupants.
Members asked Officers to further explain the approach to smoke detection/alarms and were pleased to hear more about the approach taken dependant on the nature of the premises (such as sheltered housing, general purpose flats, and general purposes houses) and that there is ever decreasing use of battery operated alarm systems in Council houses (with mains operated increasing). Members were also further assured on the annual checks by the gas servicing contractor of the carbon monoxide detector within homes, and their replacement where required.
Overall Members found the report very reassuring in highlighting the Council’s compliance with the statutory safety standards.
RESOLVED that the Housing Scrutiny Panel notes the content of the report. </AI18> <AI19>
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Housing Scrutiny Panel Priorities To provide an opportunity for Members to consider the scrutiny priorities for the Housing Panel. Minutes: Members considered the Scrutiny Priorities for the Housing Scrutiny Panel.
RESOLVED that Members considered the scrutiny priorities for the Housing Scrutiny Panel. |