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Please ask for: Dorinda Guy Telephone: 01482 613421 Fax: 01482 613110 Email: [email protected] Text phone: 01482 300349 Date: Tuesday, 07 October 2014

Dear Councillor,

West Area Committee

The next meeting of the West Area Committee will be held at 18:30 on Wednesday, 15 October 2014 in The Sports Centre,Sirius Academy Site, Pickering Road, Hull.

The Agenda for the meeting is attached and reports are enclosed where relevant.

Please Note: It is likely that the public, (including the Press) will be excluded from the meeting during discussions of exempt items since they involve the possible disclosure of exempt information as describe in Schedule 12A of the Local Government Act 1972.

Yours faithfully,

Democratic Services Officer for the Town Clerk

Town Clerk Services, Hull City Council, The Guildhall, AlfredPage Gelder 1 of 220Street, Hull, HU1 2AA www.hullcc.gov.uk DX: 11934 HULL 1 Tel: 01482 300300

West Area Committee

To: Membership: Councillors P Allen, A Bell, H R Clay, D Kirk, E. Mann, C Payne, R Payne, C Thomas, and K Woods.

Officers: Jane Price, Assistant City Manager, Neighbourhoods Alastair Shaw, Community Manager, Neighbourhoods (West) Dorinda Guy, Democratic Services Officer (5)

Public Set: Reference Library Inspector Duncan Collins, Pickering Road Police Station, Hull, HU4 6TE

Alerts: Councillor J Hewitt, Portfolio Holder for Neighbourhood and Communities Chief Executives Office, Kingston upon Hull City Council Guildhall Reception Press Office Group Secretariats Tom Clay, Political Assistant Viking Radio – [email protected] Yorkshire Post – [email protected] & [email protected] & [email protected] Radio Humberside – [email protected] Hull Daily Mail – [email protected] & [email protected] KCFM Radio – [email protected]

Agenda only: [email protected] Kevin Beaton, Head Teacher Sydney Smith School Derek Jennings, 15 Chatham Street, Hull HU3 6TT,Chair of Governors at Sydney Smith

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West Area Committee

18:30 on Wednesday, 15 October 2014

The Sports Centre,Sirius Academy Site, Pickering Road, Hull

A G E N D A PROCEDURAL ITEMS

1 Apologies

To receive apologies for those Members who are unable to attend the meeting.

2 Declarations of Interest To remind Members of the need to record the existence and nature of any Personal and Discloseable Pecuniary interest in items on the agenda, in accordance with the Member Code of Conduct.

Members Code of Conduct - Part D1 of the Constitution)

3 Minutes of the Meeting Held on 16.7.14. 7 - 14 To approve the minutes as a true and correct record.

4 Public Questions There will be a period of no more than 15 minutes during which written questions may be submitted by members of the public. Unwritten questions will be taken only at the discretion of the Chair. Questions will be answered at the meeting if possible, otherwise written replies will be sent. If required, decisions will be taken under the relevant agenda item below. As the agenda is to be considered in accordance with the Council's formal committee procedures rather than a public forum, the public present will not be able to participate in the Committee's discussions on the following items. Matters may be raised further at Forums.

NON-EXEMPT ITEMS

Page 3 of 220

5 Housing Lettings Policy Options 2014 15 - 74 To seek the views of the Area Committee on options for the Housing Lettings Policy, in the light of national proposals and local considerations.

6 Hull City Council Library Service Strategy 75 - 106 To provide the Committee with the opportunity to comment on the draft Library strategy and the proposed changes to the Library Service from April 2015.

7 Protocols for s106 Planning Obligations and Community 107 - 132 Infrastructure Levy This report details the Council’s requirements in relation to managing s106 planning obligations and the Community Infrastructure Levy (CIL).

8 Birds Eye Site 133 - 134 To provide Members with an update on the former Birds Eye site.

9 Highways Request List 135 - 138 This paper indicates the requests received for highways works and the protocol for taking these forward.

10 Streetscene Services Highways Report 139 - 150 To provide an update on quarterly performances in the West Area.

11 Hull Parking Policy and Operational Arrangements 151 - 158 The purpose of the paper is to clarify the current operational arrangements and parking policy implemented across the city to ensure consistency of approach, the scope excludes private car parks. The paper advises of a revised approach to parking charges which takes account of the need for flexibility to compete with the private sector and better utilises existing Council owned car parks without compromising the aims of sustainable transport.

The paper also advises of a revised approach to charging for resident parking schemes and passes to ensure that the Council’s costs are recovered.

12 Derringham Bank Roundabout - Local Safety Scheme 159 - 162 To provide a summary of the recent Personal Injury Collision (PIC) history and the measures taken to try and address them at the Derringham Bank roundabout.

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13 Willerby and Derringham Flood Alleviation Scheme 163 - 166 To update the Committee on the progress of the Willerby and Derringham Flood Alleviation Scheme (WADFAS) and explain the impacts on Sand Dyke and the Springhead Golf Course.

14 Waste and Open Spaces Quarterly Performance Report 167 - 172 To provide Members with an update on quarterly performances in the West Area.

15 Ward Budget Decision Making 173 - 180 This report is in response to a request from the Portfolio Holder for Neighbourhoods and Communities to review the delegated decision- making arrangements for Ward Budgets with the aim of minimising delays in implementing local projects and initiatives following the reduction in frequency of Area Committee meetings.

16 West Area Funds 181 - 186 To update Members on the current budget position.

17 Community Safety Briefing 187 - 194 To update Members on Community safety issues and activities within the West Area.

18 West Area Neighbourhood Management Update 195 - 200 To update Members on key and current issues within the West Area.

19 Severe Weather Arrangements 201 - 204 This briefing note outlines the arrangements in the West Area for responding to severe winter weather.

20 Resolution List 205 - 216 To update Members on the progress of outstanding resolutions.

21 Work Programme 217 - 220 To update Members on the Committee Work Programme and to provide further opportunity for Members to suggest future agenda items for discussion.

22 No Exempt Items THERE ARE NO EXEMPT ITEMS ON THIS AGENDA

Page 5 of 220

EXEMPT ITEMS

Page 6 of 220 West Area Committee

16th July, 2014

PRESENT:- Councillor P. Allen, Councillor A. Bell, Councillor H. Clay, Councillor D. Kirk, Councillor C. Payne, Councillor R. Payne, Councillor C. Thomas, and Councillor K. Woods.

IN ATTENDANCE:- Mr and Mrs Creighton (Lead Petitioner) - Minute 3, P Clegg (Education Funding Agency), D. Gower ( Building Schools for the Future) and A. Moore (Galliford Try) - Minute 9, P Thomas (Sustainable Waste Development Officer, Streetscene) - Minute 10, N. Brown (Planning Policy Manager, Economic Development and Regeneration) - Minute 11, J Redpath (Landlord Services Manager, Neighbourhoods and Housing) - Minute 12, Sergeant Campbell (Humberside Police) - Minute 13, J. Price (Assistant City Manager, Neighbourhoods), A. Shaw (Community Manager, Neighbourhoods), and A. Holgate (Committee and Scrutiny Manager).

APOLOGIES:-

Councillor E. Mann

Minute Description/Decision Action No. By/Deadline PROCEDURAL ITEMS 1 DECLARATIONS OF INTEREST

No declarations of interest were made in respect of the items that follow below.

2 MINUTES OF THE MEETING HELD ON WEDNESDAY, 28Th MAY, 2014

That with the following amendments and additions the minutes be accepted as a true and correct record:

Minute 154 (b), point 2: should read “… in particular concerns relating to the use of the siTe for industrial purposes and would like this to be reconsidered”

Minute 155 (b): following “Derringham Ward Members” insert “and the West Area Committee Chair and be open to all Committee Members”

Addition: Minute 155 (c): “A copy of the lease be submitted to the Committee Members”

The Committee also noted that in relation to minute 158 (a) that this had not been actioned as per the Committee’s intention and Page 7 of 220 that the Committee understood that they held the Executive powers to enable them to take such action.

Agreed -

a. That the Minutes of the meeting held on the 2nd April, 2014 be accepted as a true and correct record with the inclusion of the amendment noted, and

b. That the Town Clerk advise the Committee why no action had b. Town Clerk been taken in relation to minute 158 (a).

3 PETITION – MAINTENANCE AND MODIFICATIONS TO THE ROAD SURFACE ALONG PICKERING ROAD

The Committee invited the petitioner to present. The detailed information is included within the petition, but in summary, the petitioners’ concerns were:

a. The patching and potholes to the road surface;

b. The importance of the road as a major through route in the City;

c. The ineffectiveness of the speed bumps and their now inappropriate placement, and

d. The vibrations caused by heavy traffic due to the speed bumps and the condition of the road surface;

The Committee discussed the following:

a. there have been issues with the road for a number of years and requests had been made on two previous occasions for the road to be prioritised in resurfacing schemes;

b. following the building of Sirius Academy there is no longer a need for the traffic calming/speed measures to be in place as the road no longer acts as an entrance to the school site;

c. concerns that the report provided by the Highways Department does not provide adequate information in order for the Committee to make an informed decision or recommendation, in particular: (i) a lack of proposed alternative options; (ii) no proposed list of city or area wide schemes, and (iii) did not address the concerns detailed within the petition adequately, and

d. concerns that the Highways Department regularly advise residents that the Area Committee has funding available to allocate to highways work.

Councillor Thomas moved that the petition be received. Seconded by Councillor Bell. Page 8 of 220 Motion Carried

The Committee thanked the residents for the work they had undertaken.

Agreed -

a. That the Highways Department is to provide by Friday 18th a. Assistant City July the following information: Manager (Transport and (i) The 5 year programme of works as detailed within the Asset supporting report Management)

(ii) The specific priorities relating to the West Area

(iii) Additional detail regarding the existing traffic calming measures referred to in paragraph 3.4 i.e. the “redundant” flashing speed signs.

b. That the concerns of the Committee in relation to b. Corporate communications and disingenuosness by Highways employees Director regarding the resources available through Area Committees is referred to the Corporate Director for City Services, and

c. that the resurfacing of Pickering Road is referred to the Portfolio Holder following receipt of the petition. c. Democratic Services Officer 4 APPOINTMENT TO THE PICKERING AND NEWINGTON DEVELOPMENT ASSOCIATION

Agreed -

That Councillor Allen be appointed to the Pickering and Newington Development Association.

5 APPOINTMENT TO THE ADVISORY BOARD FOR CHILDREN’S CENTRES

Agreed -

That Councillor Thomas be appointed to the Advisory Board for Children’s Centres.

6 COMMUNITY FIRST

Agreed -

That Councillor Bell be appointed to Community First.

7 COMMUNITY BASED GRANTS PANEL

The Committee were advised that there was no further requirement for this Panel asPage there 9 ofwas 220 no longer any funding to distribute.

8 PUBLIC QUESTIONS

No public questions received.

NON-EXEMPT ITEMS

Non-Key Decisions 9 PRIORITY SCHOOLS BUILDING PROGRAMME

A representative from the Education Funding Agency and the main contractor (Gallifred Try) presented information on the proposal to re-build four schools within the West area – Francis Askew, Eastfield, Ainthorpe and Wold Primary Schools).

The Committee discussed the following:

a. That the projects were all working to very tight timescales, being split into two lots, Francis Askew and Eastfield due to be the first to complete the new build in January 2016, followed by Wold and Ainthorpe at Easter 2016;

b. that the contractor was a member of the “Considerate Contractors” scheme and had a positive record on past projects in terms of engagement with residents and other interested parties. This was an essential part of the process, in particular in relation to construction traffic and parents dropping off and collecting their children at schools, and the impact of increased traffic on existing residents;

c. the need for any consultation to be marketed correctly and timed to enable parents, residents and the local community to comment;

d. that a large part of the build would be undertaken off-site which minimises disruption;

e. that the Planning Committee need to consider the development through a pre-application and this must be built into the consultation timeframes;

f. that the risks in terms of late completion are borne by the contractor as the projects are funded on a fixed fee basis;

g. the positive lessons learned from the house-building site on Calvert Lane and the “Frequently Asked Questions” information being provided to Councillors to assist with queries;

h. the impact on local roads of building over the winter period and the importance of an on site wheel wash and/or road sweepers; Page 10 of 220 i. the need to liaise with the Local Policing Team to ensure that any potential criminal behaviour around the site is minimised, and

j. that the City Learning and Skills Manager remained responsible for ensuring the effectiveness of children’s education within the City

Agreed - That the Committee be kept informed of progress and that plans are brought back when they have been finalised.

10 FORTNIGHTLY REFUSE COLLECTION AND BIN CONTAMINATION UPDATE

The Sustainable Waste Development Officer presented an update on Fortnightly Refuse Collection and Bin Contamination.

The Committee considered the following issues:

a. the need to detail the savings achieved;

b. the failure to collect clinical waste due to the strike;

c. the need for canvassing contract to be implemented on a contact rate rather than a specific number of contacts, and the good practice that can be shared across the Council;

d. that the majority of collection vehicles have been installed with Real Time Information devices, however when breakdowns in the devices occur these are redistributed with a priority given to the blue bin vehicles as these rounds experience the most contamination issues;

e. the procedure for collection in cases where residents bins’ are contaminated whereby residents are given a warning, followed by advice and/or work is done to assess specific situations such as communal bins to find a solution, and

f. that recycling rates were now at around 50%.

Agreed -

a. That the detail around the savings that have been delivered a & b Sustainable through the implementation of fortnightly collections be Waste circulated to the Committee, and Development Officer b. that information on the arrangements for the collection of clinical waste be circulated to the Committee.

11 COMMUNITY INFRASTRUCTURE LEVY

The Planning Policy Manager presented an update on the Community Infrastructure Levy seeking to establish if the Committee were happy to carryPage for 11ward of 220 the lists into the draft schedule.

The Committee raised the following issues:

a. That the costs associated with various items had been determined approximately a year ago through the Planning Department;

b. that the Community Initiatives/Ward Budget were not to be seen as an alternative funding stream for any core projects;

c. that there was some overlap between the end of Section 106 payments and the implementation of the Community Infrastructure Levy;

d. that it is in the interests of the Committee for any proposals to be included on the Community Infrastructure Levy list, and

e. that the list requires updating.

Agreed -

a. That the Community Infrastructure Levy list should be a & b Planning reviewed and updated with any reference to Community Policy Manager Initiatives or Ward Budgets as alternative funding sources be removed and more clarification provided around the “total costs” information, and

b. that meetings should be held with Ward Members to discuss issues in their areas.

12 WEST HOUSING QUARTER PERFORMANCE

The Landlord Services Manager presented a report detailing the West area housing performance during the quarter ending March 2014.

The Committee discussed the following:

a. That the application of statistical analysis in point 3.1 of the report led to figures that could disguise actual performance in that if multiple repairs were recorded they were counted for each repair, rather than each request which led to a response rate in excess of 100%;

b. that in some areas garages were in high demand and residents were often willing to wait for a specific property to become vacant which falsely extends the potential wait time. However, there was still a need to demolish garages in low demand areas;

c. the use of parking areas in Sibelius Road as depots for ongoing roofing works and the need for these areas to be placed onto cleaning schedulesPage; 12 of 220

d. the damage caused to properties and areas which are undergoing roof replacement works and also adjoining private properties and the need for the contractor to undertake remedial work to address the situation, and

e. the excellent work undertaken at Whitelees and on Spring Bank West.

Agreed -

a. That the comments of the Committee in relation to the a. The Landlord application of statistical analysis be reported to the service, and Services Manager b. that the cleaning schedules for resident parking areas be b. Assistant City confirmed. Manager - Neighbourhoods 13 AREA DIRECTORS BRIEFING

The Assistant City Manager, on behalf of the City Neighbourhood and Housing Manager, presented a briefing note to update Members on ward activity across the area.

The Committee discussed:

a.( paragraph 2.1) that whilst they were aware that the control of dogs in open spaces remained an issue of debate, there was no value in further debate until changes to legalisation have been made;

b. (paragraph 5.1) the time and money wasted undertaking consultation due to schemes being halted on the advice of Legal Services;

c. (paragraph 5.4) the difficulty in arranging a meeting with the Highways Department due to the department’s reluctance to meet with the ward members;

d. (paragraph 5.8) that the preventative measures for securing the illegal encampment site at Woolwich Drive has not progressed as quickly as it could have done;

e. that community safety newsletters and reports should not refer to the nationality, race or potentially even gender of individuals;

f. the need to acknowledge monies provided through the area committee/ward budget, specifically in relation to work carried out in the Campion Avenue area, and

g. that three arrests had recently been executed in the Shires area and property and drugs had been recovered.

Agreed- That the control ofPage dogs 13 in ofopen 220 spaces be not considered further until changes in legislation have been made.

14 AREA FUNDS

The Assistant City Manager (Neighbourhoods), on behalf of the City Neighbourhood and Housing Manager, presented a report detailing the Area Funds.

The Committee noted that there is usually a short report which details where any Section 106 funding has been drawn from.

Agreed-

a. That the report be noted, and

b. that the information relating to Section 106 payments is b. Assistant City circulated to the Committee. Manager - Neighbourhoods 15 Resolution List

The Assistant City Manager (Neighbourhoods) updated Members on the progress of outstanding resolutions from previous meetings.

Agreed - That the Chair, in consultation with the Assistant City Assistant City Manager, Neighbourhoods, will review the resolution list and Manager, remove any actions that are completed. Neighbourhoods

16 Work Programme

The Assistant City Manager (Neighbourhoods) presented the Work Programme for future meetings of the West Area Committee.

Agreed - That the Work Programme for future meetings is noted.

Published on: 29th July 2014 Start Time: 6.30 p.m. End Time: 8.30 p.m.

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Report to All Area Committees- September/ October 2014 Wards- All

Housing Lettings Policy Options, 2014

Report of the City Manager, Neighbourhoods and Housing

1. Purpose of the Report and Summary

1.1 To seek the views of the Area Committee on options for the Housing Lettings Policy, in the light of national proposals and local considerations.

2. Recommendations

2.1 That the Area Committee provides views on the questions raised in section 6 and the recommended approaches in 5.3.2.3; 5.3.2.5; 5.5.5 and 5.6.4 and provides any other associated comments that the Committee would wish to make.

This is a key decision. The matter is in the Forward Plan – 0027/14

3. Area Committee Impact

3.1 The report relates to citywide policy proposals on which the views of the Area Committee are sought. Appendix 1 provides area based data which may help inform the Committee of the impact of the policy options in their area.

4. Background

4.1 There are a number of national policy developments in respect of the allocation of social housing and local policy considerations which need to be consulted on and developed. In addition, it has been identified that in some cases, there is a need for bespoke lettings policies and potentially specific tenancy agreements for some grant funding regimes and regeneration programmes.

4.2 These policy issues relate to:

Author: Page 15 of 220 Status: Date: 07/10/2014 Page 1 of 23

Providing social housing for local people (“Local connection”) High income social tenants (“pay to stay”) Means testing for access to social housing Affordability testing for access to social housing A review of the local policy on downsizing (the Tenants Incentive Scheme- “TIS”) Adaptations and making best use of adapted stock The need to consider specific local lettings policies for particular regeneration schemes linked to grant funding regimes The Lettings Policy link to extra care allocations protocol- (proposed not to be part of the Homesearch Choice Based Lettings Scheme)

4.3 Section 5 sets out the policy issues, and the options for consideration with the risks and benefits associated with the options identified.

4.4 Age restrictions are not part of this Lettings Policy Review and will be considered separately.

4.5 As a further consideration, amendments to the Lettings Policy may require a review of the Tenancy Strategy and Tenancy Policy. If it is necessary to amend the Tenancy Strategy or Tenancy Policy where the changes accord with the overall direction of the existing Strategy and/ or Policy, it is proposed that Cabinet delegates approval to the City Manager Neighbourhoods and Housing, to make such changes in conjunction with the Portfolio Holder. It should also be noted that if Cabinet agree policy changes that are significant, there would be a period of implementation to allow for training, amendment of procedures and any necessary notifications to tenants, customers, partners, etc.

4.6 Changes that will be required to the Northgate Housing system to accommodate any Lettings Policy changes agreed and timescales for changes/testing and costs will need to be factored in.

4.7 This paragraph provides a summary of evidence members may wish to consider in reviewing the Letting Policy and area based data is set out in appendix 1

a. Income levels in Hull are lower than regional and national averages. 2013 Experian market surveys showed 31% of households had an average household income of less than £15,000 which is comparable to the position in 2011 Experian estimates the mean average household income was £25,440 in 2013 compared to £25,900 in 2011. Household income is made up of a range of sources including welfare benefits.

Author: Page 16 of 220 Status: Date: 07/10/2014 Page 2 of 23 The Experian survey indicates that less than 3% of Hull households across all tenures and including owner occupiers had an income of £60,000 or more in 2013. Average gross weekly income of full time employees living in Hull is £432.20 compared to a regional average of 479.10 and a national average of £518.10 (Source: ONS – annual survey of hours and earnings – resident analysis (2013).

b. Employment levels are lower than regional and national figures The employment rate in Hull is 62.5% (based on people aged 16-64) compared to the regional figure of 69.7% and a national figure of 71.2%: (Source: ONS annual population survey)

c. Benefit take up is higher than regional and national figures. Around 30% of households are in receipt of housing benefit, the housing benefit case load at March 2014 being 34,113 households compared to an estimated number of households in Hull of 112,596 ( Census 2011) . Around 68% of council tenants are in receipt of housing benefit ( August 2014) and a high proportion of rental income is derived from housing benefit ; for example nearly 60% of all rental income received in the week ending 15th August was derived from housing benefit . At August 2013, information from the Office of National Statistics (ONS) indicated that 21.8% of the 16-64 resident population were in receipt of key benefits compared to 15.1 % and 13.6% of the regional and national population aged 16-64 . 7.1% of residents aged 16-64 claimed Job Seekers Allowance in February 2014 compared to 7.3% in August 2013; this is around 2.3 times the national average.

d. Affordability The recent strategic housing market assessment indicates a continued need for an provision of affordable housing (including new social and affordable housing to rent and shared ownership). Housing is normally considered affordable based on government guidance if the price of a home is less than 3.5 times the gross household income (if based on one income) or 2.9 times gross household income based on more than one income or is less than 25% of gross household income is spent on rent however this does not fully take into the impact of differing household sizes. The Joseph Rowntree Minimum Income Level calculator enable different household sizes to be taken into account and this would suggest suggests a couple with 2 children (aged 6 & 12 ) buying as an a example a terraced house costing £52000 over twenty five years based on a loan of 80% of the value and a 4% interest rate would require an income of £35,644 with a weekly mortgage cost of £51.20 Forty per cent of Hull households have a combined household income of less than £19,999 (Experian 2013) and less than 3% of Hull households have a household income of more than £60,000.

Author: Page 17 of 220 Status: Date: 07/10/2014 Page 3 of 23

e. Housing demand Demand for different types of housing varies depending on type of property and location.

5. Issues for Consideration (including options and benefits risks)

5.1 Providing social housing for local people (“Local connection”)

5.1.1 Background

In 2012 the CLG published statutory guidance („„Allocation of accommodation: guidance for local housing authorities in England”), which outlines things that authorities may wish to consider when framing their allocations schemes, in light of the changes brought by the Localism Act. The Localism Act gave local authorities the freedom to decide who qualifies for social housing in their area, providing that overall they still meet their obligations in terms of ensuring that priority for social housing is given to those in the greatest housing need.

Further statutory guidance to support the 2012 version was published in December 2013 entitled “Providing social housing for local people – strengthening statutory guidance on social housing allocations”. This latest guidance strongly encourages authorities to introduce qualification criteria for their housing list based upon a minimum period of residency within that area, as they are allowed to do under The Localism Act. We do not have to introduce this but we are required to have regard to the guidance when framing our policy.

The Government feels that a minimum residency period of two years would be appropriate, but that policies should provide for exceptions to deal with urgent cases, should include other „strong connections‟ as well as residency (e.g. family association) and that such criteria should not apply to certain members of the Armed Forces

The Government wants to increase opportunities for „hard working households‟. They will consult later in 2014 on a „Right to Move‟ for social tenants who need to move to be closer to their work or take up employment. However in the meantime they ask that local authorities make appropriate exceptions to any residency test for social tenants so as not to impede the labour market.

5.1.2 Current Policy

Our current Lettings Policy does not have a residency based qualification criteria, which means that applicants will be accepted onto the housing list whether they have a local connection to Hull or not. However, applicants with a local connection to Hull always have priority over those without.

The local connection criteria in our current policy are:

Author: Page 18 of 220 Status: Date: 07/10/2014 Page 4 of 23 1. The applicant has lived in Hull for at least 6 out of the last 12 months or 3 years out of the last 5 years 2. The applicant has close family who live in Hull and have done so for at least the last 5 years (e.g. parents, children, brothers, sisters or grandparents) 3. The applicant has permanent employment in Hull 4. The applicant is receiving specialist medical treatment in Hull (where the treatment is significant and ongoing and requires them to live in Hull for a minimum of 6 months) 5. The applicant was provided with accommodation in the city under section 95 of the Immigration and Asylum Act 1999 (support for asylum seekers) prior to being given refugee status.

5.1.3 Issues for consideration

Consideration needs to be given to whether we change our policy or not, and if we do change it, how we change it.

Policy impacts/considerations

If we decide to introduce a residency test qualification criteria that excludes customers without a strong connection to Hull, we would need to decide what our definition of a strong connection should be, e.g.

for how long should the applicant have been living in the city?, or for how long should they have been working in the city?, or how long should relatives have lived here and which relatives should this include?

An alternative approach could be to continue to accept all applications onto the list, but amend our local connection criteria so that people have to have had stronger connections to Hull than our current policy states to have any degree of priority. (for example, the applicant has lived in Hull for the last 12 months) This would mean that people would be in a low priority band unless/until they have a stronger connection to the city than our current policy requires.

If we decide to make changes to our lettings policy we would need to consider whether we honour the applications from those who are already registered on our housing list but do not meet the new criteria or whether we review each application and remove any customers that do not meet the new criteria.

As context, on the current register, of 6,913, 198 do not have local connection and in 2013/14, just 7 households were allocated HCC properties where there was no local connection.

Homeless applications

The homelessness legislation defines who an authority has a duty to house and local connection criteria apply in determining which authority has this duty. If our policy was changed we would need to consider the impacts upon our homelessness service and procedures. It should however be noted that in dealing with a homeless Author: Page 19 of 220 Status: Date: 07/10/2014 Page 5 of 23 application, Part 7 Housing Act 1996 duties override local policies with regard to local connection and the current policy on local connection purposely mirrors the legislation.

Other providers

Some housing providers have introduced local connection qualification criteria for their housing lists meaning customers without a local connection are not allowed on their lists. Other providers have continued to allow people to register without a connection, but give them a lower priority for re-housing than those who have got one.

Whichever of the two options above providers have chosen, most have continued to have local connection criteria which require a person to have lived in their area for a period of 6 months.

For example, East Riding of Yorkshire Council has introduced residency based qualification criteria for their housing list meaning they will not accept applicants onto their list if they do not have a connection to their area. However, their minimum residency period is 6 out of the last 12 months rather than two years as suggested in the guidance.

Options

Option Benefits Risks 1. Stay as we are – open 1. Applicants with a local 1. Applicants who have waiting list with priority given connection to Hull continue to only been living in Hull for to people with a local have priority over those without 6 months are classed as connection 2. Larger housing list/customer having a local connection, base to allocate our properties which is not the 2 year from (may help with more minimum suggested as difficult to let properties) appropriate by the 3. Accords with homelessness Government legislation 2. Continue to have an open 1. Ensures applicants with a 1. Newer residents to the waiting list but tighten up the stronger/longer connection to city (including those in local connection criteria the area have priority over high housing need) will (which would need to be others have a low priority for re- agreed) housing 2. Customers who are homeless could be given priority if they have a local connection of 6 months which would differ from other customers. Could possibly encourage homeless approaches from customers who do not meet the new local connection criteria

Author: Page 20 of 220 Status: Date: 07/10/2014 Page 6 of 23

3. Introduce a residency 1. Prioritises the housing stock 1. Newer residents to the based qualification that for people with strong city (including those in excludes applicants who do connections/associations with high housing need) would not live in the area or have a the area not be able to access strong connection to the area Council housing (criteria would need to be 2. A smaller housing agreed) list/customer base could make harder to let properties even more so 3. Customers could access Council accommodation after being in Hull 6 months if they are homeless – this could encourage homeless applications from those not meeting the new residency qualification criteria

5.2 High income social tenants – “Pay to Stay”

5.2.1 What is „Pay to stay‟?

The Government issued consultation in 2013 regarding charging higher earning tenants a higher (market) rent, with the idea being that the extra revenue can be invested back into providing more affordable housing.

It is thought that the threshold for being able to charge a higher rent will be where the tenant (or the tenant and the highest earning occupant jointly) have an income of £60,000 or above.

It is likely that providers will be able to choose whether or not to adopt the policy.

5.2.2 Issues for consideration

Whilst the policy has not been launched yet, opinions are sought as to whether we should adopt it when it is.

There are various issues to consider;

Potential numbers affected in Hull

2013 data for Kingston upon Hull shows that 97.4% of households had a total household income of less than £60,000*. It is unlikely that many, if any, of the people in the £60,000+ bracket will be Hull City Council tenants.

* based upon Experian surveys

Administering the policy Author: Page 21 of 220 Status: Date: 07/10/2014 Page 7 of 23

Introducing such a policy would require:

regular checks on tenants‟ incomes, probably requiring them to provide proof for verification purposes (up to 25347 tenants, every year) a process to increase the rent formally and legally a process to follow if the tenant‟s income decreases below or increases above the threshold a process to follow if a false declaration is suspected, requiring the support/input of the Fraud Team

Considering the numbers this would potentially affect that would pay more rent, it is likely that this would cost the Council far more to administer than we would benefit in increased revenue.

5.2.3 Options

Option Benefits Risks 1. Adopt the „pay to stay‟ 1. Tenants with household 1. Administering the policy when it is launched incomes of £60,000 or more policy costs far in excess will pay an increased rent of the benefits due to the meaning increased revenue to low numbers potentially the Council affected. All tenants not in receipt of Housing Benefit would need to be checked (possibly rising to ALL tenants once Universal Credit is rolled out and we do not have access to HB records) 2. Do not adopt the policy 1. No administrative burden/ 1. Tenants with when it is launched cost household incomes of £60,000 or more will not pay increased rent and therefore there will be no increased revenue to the Council 3. Consider the policy as a 1. Can consider the current 1. Decision making separate issue when it is issues at that time process needs to be launched followed again at that stage

5.3 Review of the local policy on down sizing (currently known as the Tenants Incentive Scheme- “TIS”) and mutual exchange

5.3.1 Background

Author: Page 22 of 220 Status: Date: 07/10/2014 Page 8 of 23 The Tenant Incentive Scheme was introduced in 2009 to provide incentives to encourage council tenants that were under-occupying their home to downsize to a smaller property This approach released larger properties, contributed towards making best use of stock and tackling overcrowding in council accommodation. In April 2013 a number of temporary changes were made to enable the scheme to assist customers in financial hardship and in the main to support those households most significantly impacted on by the introduction of the social sector size criteria

During 2013/14, 209 tenants downsized under TIS.

There have been a number of consequences from the temporary changes to TIS e.g. the original target group that TIS was initially introduced to help cannot now access TIS unless they can demonstrate financial hardship despite requesting tenants to explore mutual exchange the current scheme does not support this because tenants prefer to move under TIS in order to access the incentives. It is in the council‟s interests to promote mutual exchange because it is a way of addressing multiple cases of housing need at once; it can offer more choice and a quicker solution for tenants rather than waiting for a transfer and is more cost effective than a transfer. The Chartered Institute of Housing estimates that mutual exchange can save landlords an average of £1800 compared to a relet (source: How to support tenants to find a mutual exchange).

5.3.2 This review considers options for TIS and Mutual Exchange. The issues to consider are: Should we continue to offer priority to council tenants to downsize? Should we continue to offer incentives to tenants to downsize? Should we offer some financial assistance to enable/encourage tenants to move via mutual exchange?

5.3.2.1 Downsizing priority

There are clear advantages to the council in offering council tenants a priority to downsize for example it allows the council to make best use of its stock of housing. It also provides council tenants who are in financial hardship living in larger properties than they need with a speedier option for rehousing and thereby provides some safeguard to the HRA by reducing future rent arrears.

It is therefore recommended that a downsizing priority direct let be retained and that the operational details are to be agreed and authorised by the City Manager, Neighbourhoods and Housing and the Portfolio Holder.

5.3.2.2 Incentives for downsizing

Currently the only incentives that are offered within the lettings policy are those offered to tenants downsizing under TIS. The budget allocation for 2014/15 is £77,700 and provides each TIS applicant with the following incentives once the move has gone ahead; 2 x white goods disconnected and reconnected and A one off payment of 2 x average weeks rent, £145.26 per TIS move (2013- 14) Author: Page 23 of 220 Status: Date: 07/10/2014 Page 9 of 23

There are two options to consider with regard to incentives for downsizing, these are shown in the table overleaf along with the risks and benefits of each option.

Option Benefit Risk

No change – Customer receives financial Financial reward is paid after the Continue to offer reward move therefore does not assist the incentives to As those moving under the tenant with removal costs tenants who are current scheme are in Incentives are paid to tenants who awarded a financial hardship, this are in arrears without seeking to downsizing priority approach has a positive anti recover any of the outstanding debt poverty impact from the incentive payment Incentives are not targeted to those in need Incentives are targeted to release larger properties when it is currently smaller family housing that is in short supply. The inequity between mutual exchange and TIS remains, tenants may not engage in mutual exchange whilst TIS provides additional incentives Staff time spent on administration Do not offer any Removes the disparity Potential for reduced turnover of incentives and between TIS and Mutual larger properties because tenants redirect the Exchange which will help who are under occupying are not appropriate make mutual exchange a incentivised to move budgets to the more attractive option for Under occupiers may not be able to area housing tenants. afford to move and therefore remain teams to support Removes the inequity in a larger property than they need tenants to move between TIS and other possibly accruing arrears due to where necessary direct let categories bedroom tax through whichever Targeted approach Increased intervention costs route therefore more controlled associated with arrears and evictions spend of HRA resource Dissatisfaction amongst current TIS Provides managers with applicants who will no longer receive discretion to assist the most the financial incentive financially vulnerable Potential for inconsistent decisions tenants to enable them to across the city

Author: Page 24 of 220 Status: Date: 07/10/2014 Page 10 of 23 move to more suitable accommodation. Positive anti poverty impact

5.3.2.3 Recommendation re incentives for downsizing

It is recommended that all downsizing incentives are removed and that appropriate budgets are redirected to the area housing teams. The operational details for the use of this budget allocation are to be agreed and authorised by the City Manager Neighbourhoods and Housing and the Portfolio Holder.

5.3.2.4 Financial assistance to enable/encourage mutual exchange

Increasingly social landlords are recognising that mutual exchanges play a key role in making best use of stock and helping tenants to move to the right property in the right area.

Over the last 12 months there has been a concerted effort within the housing service to promote mutual exchange; area team staff are promoting mutual exchange at every opportunity; a dedicated officer has been appointed to work closely with tenants to identify matches and provide support; there has been joint working with Registered Providers and we have held and supported a number of public “matching” events. A continuation of the effort to promote the take up of mutual exchange would be to consider offering a financial payment to tenants who exchange properties.

During 2013/14, 187 Hull City Council tenants secured alternative accommodation via mutual exchange, this compares with 124 mutual exchanges in the previous year. Despite this increase managers have reported an increase in the number of cases where tenants who need to downsize and have identified a suitable mutual exchange have been unable to afford the costs associated with moving. A financial payment would go some way to addressing this problem.

5.3.2.5 Recommendation – Mutual Exchange

It is recommended that delegated authority be given to the City Manager Neighbourhoods and Housing and Portfolio holder, to introduce financial assistance for mutual exchange if further research and consultation carried out locally demonstrates that there is a sound business case for it.

5.4 Means testing for access to social housing and affordability checks at pre- tenancy stage

5.4.1 Background- means test to access the housing list

The statutory code of guidance for allocations made it clear that the Government want social housing to go to those that need it most, giving an example of those that do not need it as being those who own their own home which is suitable for them to live in.

We consulted in 2013 on the subject of a means test for our housing list and there was no significant support to adopt such a policy, for the following reasons: Author: Page 25 of 220 Status: Date: 07/10/2014 Page 11 of 23

a. People‟s circumstances can change and accordingly their need for social housing. Social housing would not then be a tenure of choice. b. Income/capital caps qualification criteria would be too simplistic and not take account of their wider circumstances or financial commitments customers may have, or the fluctuating value of property values in the housing market. c. A means test would be very labour intensive to administer and the data at the time showed that 82% of households had an income of less than £40,000. d. Setting an income/capital cap that would have any meaningful impact on the register would exclude households who have no realistic alternative housing options

Therefore, no means test was proposed following the consultation.

The December 2013 statutory guidance “Providing social housing for local people” again mentions that the Government wants social housing to go to those “who are on low incomes or otherwise disadvantaged and who would find it particularly difficult to find a home on the open market”. Our policy does not have any form of means test applied.

5.4.2 Issues for consideration-means test to access the housing list

As the message has been reinforced in the latest statutory guidance (although still optional), consideration needs to be given as to whether we should adopt a means test for our housing list.

The issues outlined above are still relevant and should be taken into account, although 2013 Experian data now shows that 83.5% of households in Hull had a household income of less than £40,000 (with 31% having less than £15,000).

The Government believes that home owners should not be allocated social housing if their home is suitable for them to live in. Our policy is framed so that customers are only awarded points or a priority if they do have housing need and therefore if a home owner with no or low housing need were to make a successful bid for a property it means that there were no bids from anyone with higher housing need. If we adopted a means test it could mean that home owners in housing need would not be able to go on our list if we deemed it appropriate for them to sell their property and buy something else, or rent it out and rent another property privately, for example.

Assessing such issues would be resource intensive and not be of much benefit overall. In 2013/14 only 56 of 2493 properties let (2.25%) were to homeowners. Of these, 22 had a priority (including medical priorities) and 24 had some degree of housing need. 10 (0.4% of lettings) had no housing need. This means that no-one in a higher Band either bid for or could be offered these properties. Therefore, only 1.84% of lettings last year were made to homeowners when there could have been someone who did not own a home in housing need wanting the property.

Author: Page 26 of 220 Status: Date: 07/10/2014 Page 12 of 23

It should be noted that we already have the ability to place a customer in Band E or even disqualify them from the housing list if they make a false declaration in their application, misrepresent their circumstances or deliberately worsen their circumstances to gain priority on the housing list. Therefore, these tools can be used when a customer is, for example, telling us they are no fixed abode but it is discovered that they own a property that they are renting out, or something similar.

5.4.3 Background-affordability

The changes to Housing Benefit and the other welfare reforms mean that tenants may no longer get as much housing benefit towards their rent as they once would have, due to them being classed as under-occupying their property.

We consulted in 2012 about our eligibility criteria for properties in terms of whether we should amend our rules on what size of property we will offer a household to match the new Housing Benefit rules (which state that two children under 16 of the same sex and two children under 10 of either sex can share a bedroom and they will be classed as under occupying anything larger). Cabinet agreed that we would not amend our eligibility criteria to match the Housing Benefit rules and customers should continue to have a choice over whether they bid for something where full rent will be covered by Housing Benefit, or, if it suits their circumstances something bigger and they make up the difference in their rent.

In addition to this we also have to advertise some of our lower demand properties to households that would be under-occupying in order that we can let them. An example is two bed roomed flats, which in many cases we have to offer to single people.

It has been suggested that we have an affordability check before we make an offer of a property to a customer, to make sure we do not allocate people properties that they cannot afford which would result in them losing their tenancies. It should be noted that legal advice received in respect of this issue is that this approach could be seen as draconian and subjective and that the customer should be the one to decide whether they can afford something after having all the associated costs pointed out to them.

5.4.4 Issues for consideration-affordability

As our eligibility criteria is more generous than the Housing Benefit regulations it means that households can be offered a property which they would be classed as under-occupying if they claimed Housing Benefit. Similarly, having to advertise our lower demand properties to households that do not need all of the bedrooms has the same outcome.

There is concern that whilst this can affect many different household types, the group of people it has the most impact upon is single people under the age of 25.

Author: Page 27 of 220 Status: Date: 07/10/2014 Page 13 of 23 This is because they potentially have less disposable income with which to pay their 14% shortfall, than a family that has to pay 14% of their rent.

e.g. a 2 bedroomed high rise flat in the Riverside area has a weekly rent of £79.02.14% of this amount is £11.06, which is the amount a single person would have to pay towards their rent if they moved in and claimed full Housing Benefit. A single person under the age of 25 would receive £57.35 per week Job Seekers Allowance, from which they would have to pay the £11.06 shortfall (leaving £46.29 for all other bills, food and living expenses).

A single person aged 25 or over would receive £72.40 Job Seekers Allowance, which would leave £61.34 per week for bills, food and living expenses after the £11.06 shortfall had been paid.

However, it is important that we do not assume that other households that might be affected would have more ability to pay a shortfall. For example, we will offer a 3 bedroomed house to a family with two children. If Housing Benefit state those children can share and therefore the Housing Benefit does not cover the full rent, this would mean a shortfall having to be paid. Purely because the family has a higher income does not necessarily mean they have a higher disposable income after all living expenses are paid.

5.4.5 Options

Option Benefits Risks 1. Continue as we are with 1. Applicants are housed 1. Applicants can be no means test to access according to their housing awarded a high the housing list need thus no danger of priority for re-housing not meeting the (e.g. medical priority) requirements of the even if they own a reasonable preference property or have categories income/savings that 2. Larger housing would enable them to list/customer base could secure mean an increased accommodation in the chance of letting harder to private/owner occupier let properties sector 3. Council housing is still 2. Applicants with few or available as a tenure of no other options could choice rather than purely miss out on properties necessity due to the above 4. No administrative burden in terms of checking all applicants‟ means for the benefit of very few it would exclude 2. Exclude customers with 1. Would ensure applicants 1. Additional income or savings/assets with few or no other administrative burden (including home owners) options have access to of checking all from the housing list council housing and those applicants‟ means for

Author: Page 28 of 220 Status: Date: 07/10/2014 Page 14 of 23 (criteria would need to be with the means to secure the benefit of agreed) housing by another means excluding small do not. numbers of applicants 2. Any criteria applied could not take into account the applicant‟s wider financial commitments or whether it is possible to sell a property in the market at that time, although this could be addressed by an appeals/ exceptions policy 3. Exclude one or two of the 1. Would ensure applicants 1. Administrative burden three groups only with few or no other of checking all (homeowners, high options have access to applicants‟ means for income or savings/assets council housing and those the benefit of over a certain amount) with the means to secure excluding small housing by another means numbers of applicants do not. 2. Any criteria applied could not take into account the applicant‟s wider financial commitments or whether it is possible to sell a property in the market at that time 4. Continue as we are and let 1. Decisions would be made 1. Customers could move the customer decide by the customers rather into properties that whether they can afford a than the authority they cannot afford and tenancy after having all ultimately this would the costs pointed out to lead to eviction and them debt problems 5. Introduce an affordability 1. Customers would not be 1. Decisions would be check at pre-tenancy offered properties that the made by officers stage and not make offers authority believes they which could be seen where we believe the could not afford as draconian, customer will not be able subjective and open to to afford the property challenge 2. All customers have different circumstances and some may on income and expenditure checks have limited ability to afford but Author: Page 29 of 220 Status: Date: 07/10/2014 Page 15 of 23 good budgeting skills and similarly , those apparently with more income may be less able to manage their budgets and priority debts effectively

5.5 Adaptations and making best use of adapted stock

5.5.1 Background

The installation of major adaptations in the council‟s housing stock such as level access showers and stair lifts can support elderly and disabled residents to live independently at home. Adaptations also reduce pressures on residential and nursing care and enable hospital discharge to the home. In order to make best use of its adapted stock the council needs to ensure that it is matched to those tenants who are in need of the adaptation, and that as a result, the removal of a major adaptation is only undertaken when it is beyond economical repair.

The council makes a significant investment in adaptations (approximately 1,000 major and 1,200 minor adaptations per annum; budget allocation for 2014-15 is £3 million) and records show that 20% of the council‟s housing stock is adapted.

5.5.2 Current policy and procedures

The Council‟s current procedures aim to prioritise and match disabled customers with an adapted property e.g. if a house with a stair lift and level access shower becomes available for letting, customers with an urgent need for an adapted property on the direct let or Tenant Incentive Scheme (TIS) list will be considered in the first instance and then customers on the adapted housing list will be considered.

If there are no suitable customers, the property is advertised and the allocation of the adapted property to a customer with those needs is then dependent upon a customer meeting the eligibility criteria and making a bid for the property. Although preference is usually given to those who need the adaptations, this is the stage of the process where the property could then be let to a customer without a need for the adaptations rather than it being held vacant until appropriately „matched‟. Consideration could be given to undertaking a cost comparison for holding a property with significant adaptations vacant for longer to maximise the opportunity for a suitable match to be made and for the adaptation to be utilised, with a consequent impact on rent loss, against a quicker relet to someone not requiring the adaptation (for example a stair lift costs approximately £3000 which if not utilised/ requiring removal equates to in the region of 40 weeks rent. If a tenant in a non-adapted property considers that they require an adaptation they are advised in the first instance to make an enquiry with the council‟s Occupational Therapy (OT) Service for an assessment of their needs. In most cases the area housing teams may not be aware that the tenant has made an enquiry and therefore other housing options i.e. moving to an adapted property under TIS will not necessarily be discussed

Author: Page 30 of 220 Status: Date: 07/10/2014 Page 16 of 23 in more detail. Similarly our current policies mean that someone with medical priority can make a successful bid on a non- adapted property and then subsequently move in with an OT assessment and recommendations to adapt their new home.

5.5.3 Issues for consideration

Should the council consider refusal to adapt the customer‟s current property where it is not reasonable or practicable, or where there is significant investment needed, if an alternative property/s is/are available that is/are already adapted or part-adapted to meet a customer‟s needs, both in terms of the adaptations and area, support etc?

Should the council consider that medical priority should only apply for existing adapted properties i.e. customers would have a priority for properties that are suitable for their needs but not to those that need fully adapting to be suitable? This would need to allow for exceptions, for example when the customer needed a property type that was unlikely to become available for a considerable period of time.

The initial consideration of these issues, having regard to the council‟s legal responsibilities, is that whilst it would be perfectly proper to offer alternative adapted properties rather than adapting our own property, it would be potentially open to legal challenge if we refused the adaptation. Similarly, that for medical priority to only apply for adapted properties that are suitable for a person‟s needs but not to those that need fully adapting to be suitable would be discriminatory under the Equality Act 2010. It would be more appropriate to ring fence adapted properties for allocation only to applicants with appropriate medical priority which is what the council is already doing.

Should the council offer additional support (including incentives) for customers supported with an Occupational Therapy assessment to move from an unadapted property into an alternative adapted property than it does currently?

Local authorities and other housing providers who are included in good practice guides are providing incentivised and supported schemes for customers to move from non-adapted into adapted properties. There is more emphasis within these schemes on „up front‟ housing options advice and support for customers when they initially contact the council to request an adaptation and an OT assessment. There is also a range of assistance (including financial assistance for removals etc) to support the customer to move into an adapted home.

The Council currently offers incentives under TIS for customers moving from a non- adapted council property into an adapted council property without the need for downsizing (although customers that are already living in an adapted property and wish to move to another can only be accepted onto the scheme if they are downsizing).

The current TIS scheme (which is currently under review – see section 5.3) offers an incentive, however, this is fairly minimal and is only given once the move has gone ahead. Other schemes in comparison offer greater support, either as a financial pre- agreed payment or payment of reasonably incurred moving costs i.e. furniture removals, re-decoration allowance etc. The incentives would be for further Author: Page 31 of 220 Status: Date: 07/10/2014 Page 17 of 23 consultation and agreement; however, they would have to demonstrate a „spend to save‟ business rationale. As a general guide the current costs of a major adaptation are as follows:

Extension (bedroom or bathroom) £15,000 - £20,000 Through floor lift £8,000-10,000 Level access shower £ 3,000 Ramp £1,000

5.5.4 Options

Option Benefits Risks Option 1. No policy No increase in the number of Do nothing – remain the change to customers who move to already same implement– OT adapted stock service raises Increase in % adapted stock – Include within TIS policy re-housing with pressures on general needs stock customer Pressure on CSDPA capital budget Medical priority awarded and/or makes for delivery of adaptations for non adapted stock area housing Increased waiting times for customers team aware for adaptations

Option 2. Makes better Potential legal challenge in terms of use of council‟s statutory obligations and/or equalities Amend policy to include adapted Potential for increased re-let times for the option to refuse to housing stock adapted stock adapt a customer's current Reduces Increased no. of appeals property if it is not requests to Stock not available to provide reasonable or practicable remove „reasonable offer‟ within required to do so, and there is adaptations timescale already a suitably adapted Reduced Customers refusal – vulnerable property available which pressure on customer unable to live independently; meets their needs CSDPA capital increased pressure on Care services budget – Restrict medical priorities demonstrated for adapted properties only savings (except in exceptional circumstances)

Option 3. Makes better Incentive has to be attractive or there use of council‟s will be no increase in the number of Provide an incentivised adapted customers who move to already and supported scheme for housing stock adapted stock and pressures will customers to move from Reduces remain on CSDPA capital budget non-adapted into adapted requests to If there is demand for the incentives properties, as part of remove there will need to be budget provision housing options adaptations within HRA, but would be less than support/advice with Reduced the cost would be for the related customer. Author: Page 32 of 220 Status: Date: 07/10/2014 Page 18 of 23 pressure on adaptations CSDPA capital budget – demonstrated savings

5.5.5 Recommendation – Making best use of adapted stock

The council needs to be able to balance the needs of individuals who require adaptations whilst making the best use of its adapted stock (and minimising the number of adaptations that are being removed) so that it can use resources more efficiently to enable vulnerable residents to remain living independently in their homes.

It is recommended that delegated authority be given to the City Manager Neighbourhoods and Housing and the Portfolio Holder to introduce an incentive scheme, including financial assistance, for moving to adapted housing if further research and local consultation demonstrates that there is a sound business case for it.

5.6 Local Letting Policies for regeneration schemes

5.6.1 The CIH/CLG Practice Brief „Allocations and Local Flexibility‟ February 2010 describes Local Lettings policies as „an important tool in response to specific local circumstances and are one of the main vehicles for local authorities and their partners to use flexibilities within the allocation process.‟ It states that Local Lettings policies may be used to address a wide range of issues, including particular housing management and wider public policy concerns, and gives examples which include the following: creating balanced and mixed communities protecting existing stable communities reducing void rates and tenancy turnovers improving community stability and cohesion tackling low-demand areas and difficult-to-let estates reducing incidences of anti-social behaviour preventing future problems occurring on new developments or in relation to recently modernised properties

5.6.2 There are examples nationally, where housing providers have introduced a Local Lettings policy for particular new build developments or major refurbishment schemes with the aim of creating sustainable neighbourhoods. Work has been undertaken to look at what approaches other authorities have been considering. This has included looking specifically at schemes in Leeds, Bournemouth, Manchester, Southend, Stockport and Liverpool. We have been able to look at the criteria that schemes include which are quite varied, but as yet there is no comprehensive analysis of the outcomes that the schemes have achieved, although providers report that demand for properties covered by the schemes has been good.

Author: Page 33 of 220 Status: Date: 07/10/2014 Page 19 of 23 5.6.3 Local lettings must not dominate the scheme at the expense of the statutory reasonable preference categories and if used, their nature and scope must be published alongside the Lettings Policy. When developing local lettings policies, it is important that any equalities implications are also carefully considered within an Equalities Impact Assessment. Having a separate Local Lettings Policy creates an additional process for housing allocators to consider within the area teams and the council will have to review the initial information that is being captured on its housing application form. One challenge will be to incorporate a degree of flexibility into the policy, for example, in order to pay due regard to equality issues. The Council will need to work to identify suitable matches for disabled customers whose medical housing needs would be met by a move into one of the properties covered by the Local Lettings Policy.

5.6.4 Recommendation- Local lettings Policies

a clear definition of the objective(s) to be achieved, backed up by clear evidence a method which is likely to achieve the objective(s) a potential (equality) impact assessment how the scheme will be monitored and who will be involved mechanisms of reporting and reviewing the scheme how the views of local communities have shaped the scheme a clear exit strategy.

5.7 Link to Extra care allocations protocol (not part of CBL)

5.7.1 The Council is currently nearing the end of a procurement exercise to develop extra care housing schemes at Hall Road, Hawthorn Avenue and Leads Road. Although the actual allocation of the accommodation will not take place until sometime in the future, work is being undertaken on a lettings protocol in conjunction with the preferred bidder. At this stage, it is envisaged that people will be nominated for accommodation and all allocations will be made outside of the Choice Based Lettings scheme from a waiting list held by the provider. Discussions are progressing to formalise a lettings protocol.

6. Questions to the Area Committee

6.1 The questions below have been posed during the consultation process and all responses will be collated for Cabinet to inform the decision making process. A written questionnaire issued to consultees is attached at appendix 2

6.1.1 Should we amend our policy on local connection? Author: Page 34 of 220 Status: Date: 07/10/2014 Page 20 of 23 6.1.2 Should tenants on high incomes pay a higher rent? 6.1.3 Should we adopt a means test for our housing list? 6.1.4 Should the council undertake an affordability check before allocating council homes? 6.1.5 Should the council offer incentives for disabled tenants to move to a suitably adapted property which meets their needs? 6.1.6 Should the council provide incentives/ support in specific cases and against set criteria, for tenants to move?

7. Options and Risk Assessment

7.1 These are set out in section 5 above

8. Consultation

8.1 Prior to consideration by Cabinet, the options in this report are subject to comprehensive consultation:

• Tenants consultation events • Elected members consultation events • Direct consultation with specific groups (e.g. groups representing older people/ younger people etc) • On-line questionnairre • Housing managers briefing and cascade to staff • Area Committees

9. Monitoring Officer Assurance Statement

9.1 A Legal Services representative has been part of the project group developing these proposals and has provided advice. Formal comments to be completed by the Monitoring Officer via the Egenda system for the formal report

10. Section 151 Officer Assurance Statement

10.1 The City Treasurer notes this stage of the consultation process with regard to the revision to the lettings policy, and will comment on the details of the proposals & the conclusions once the overall consultation exercises have been completed.

11. Comments of Head of Human Resources

11.1 Due regard has to be taken of any equality issues that might arise from each of the proposals. Some will impact on the staffing requirements to administer the particular scheme. For example introducing the pay and stay scheme would result in additional checks having to be carried out and it is assumed that this work could not be accommodated within current staffing levels. Therefore the benefit of the additional income may be eroded by higher staffing costs.

12. Comments of Overview and Scrutiny

Author: Page 35 of 220 Status: Date: 07/10/2014 Page 21 of 23 12.1 The final report will be considered by the People and Communities Overview and Scrutiny Commission at its meeting held 13 November 2014, before it is considered by Cabinet. (Sc4221)

13. Comments of the Portfolio Holder

To be completed for the final report

14. Conclusions

14.1 This report sets out a number of lettings policy matters on which this Area Committees views are sought

Contact Officer : Angela Dearing, Assistant Head of Service, Housing and Well being Telephone No. : 612464

Officer Interests: None

Background Documents: - None

Appendices: - 1- Area specific data 2- Written questionnaire

V8 3.9.14- For Area Committees

Author: Page 36 of 220 Status: Date: 07/10/2014 Page 22 of 23 Implications Matrix

I have informed and sought advice from HR, Legal, In progress Finance, Overview and Scrutiny and the Climate Change Advisor and any other key stakeholders i.e. Portfolio Holder, Area Committee etc prior to submitting this report for official comments Is this report proposing an amendment to the budget Yes or policy framework?

Value for money considerations have been accounted Yes for within the report

The report is approved by the relevant Corporate Director

I have included any procurement/commercial N/A issues/implications within the report

I have liaised with Communications and Marketing on In progress any communications issues

I have completed an Equalities Impact Assessment Will be progressed subject to the options and the outcomes are included within the report that are approved

I have included any equalities and diversity Issues are referred to implications within the report

Any Health and Safety implications are included within N/A the report Any human rights implications are included within the Yes report I have included any community safety implications and Yes paid regard to Section 17 of the Crime and Disorder Act within the report I have liaised with the Climate Change Advisor and N/A any environmental and climate change issues/sustainability implications are included within the report I have included information about how this report Yes contributes to City/Council/ Area priorities within the report

Author: Page 37 of 220 Status: Date: 07/10/2014 Page 23 of 23

Page 38 of 220 Appendix 1- West area

Housing demand city wide As of June 2014 there were 9423 households registered with Homesearch citywide. The distribution by band and divided by new applicants or existing tenants seeking transfers is shown below. 6798 or 97% of households registered with HomeSearch who are not currently HCC tenants have a local connection. Within Bands A-C 472 households are included on the sheltered list & 191 on the adapted homes list

Register - Choice Based Lettings Transfer - Choice Based Lettings Grand Total Band A 4 2 6 Band B 256 124 380 Band C 3974 1506 5480 Band D 2025 664 2689 Band E 744 123 867 (blank) 1 1 Grand Total 7004 2419 9423

Housing demand at an area level based on Home search registrations

Band Band Band Band Band Grand A B C D E Total Register - Choice Based Lettings 2 27 256 208 27 520 Boothferry 6 63 57 2 128 Derringham 11 81 77 11 180 Pickering 2 10 112 74 14 212 Transfer - Choice Based Lettings 2 18 140 77 6 243 Boothferry 1 5 26 17 1 50 Derringham 3 31 21 55 Pickering 1 10 83 39 5 138 Grand Total 4 45 396 285 33 763

36 (28) households are included on the adapted properties list in West area and 107 (57) on the sheltered housing list (figures in brackets are within Bands A-C).

Household size 49% of households registered with HomeSearch overall are one person households and within the West area this is 45% (see the following chart)

Page 39 of 220 1

Grand 1 2 3 4 5 6 7 8 10 Total Register - Choice Based Lettings 207 175 72 44 12 5 5 520 Boothferry 53 43 14 10 4 2 2 128 Derringham 72 71 26 9 1 1 180 Pickering 82 61 32 25 7 2 3 212 Transfer - Choice Based Lettings 121 69 22 17 7 2 1 3 1 243 Boothferry 26 14 6 1 1 1 1 50 Derringham 31 17 2 5 55 Pickering 64 38 14 11 6 1 1 2 1 138 Grand Total 328 244 94 61 19 7 6 3 1 763

The chart below shows registration trends citywide (excluding transfers) since 2009

14000 12000 10000 8000 6000 4000 2000 0 2009 2010 2011 2012 2013 2014

The next two charts and tables show trends over the last year in respect of bidding through HomeSearch for different property types

a) Flats – the levels of bids indicate high demand for smaller flats

90 80 70 60 50 40 30 20 10 0 2012 /13 2013/14

Page 40 of 220 2

Bids B

Bids per

property

April – Bedsit

5 storey 5storey 5storey 9storey 9storey 9storey

- - - - -

July 2014 -

1bed flat

1bed flat 2storey 2bed flat 2storey 3bed flat 2storey 1 bed flat 3 2bed flat 3 3bed flat 3 6 2bed flat 6 3bed flat 6 Bedsit 10+ storey 1bed 10+ flat storey 2bed 10+ flat storey LinkBedsit

East 74.1 - - 55.3 15 9 - - - - 25 10.6 - 5 North Carr 66.8 32.5 ------28 8 - -

Northern 44 ------West 42 - - - 41 - - - - 35 19.5 10.8 48 - Wyke 53.8 - - - 35.3 ------Park 50 - - - 14.3 3 ------Riverside 55.1 32.3 17.5 71.5 41.4 - 67 16.5 13 - 57.9 15.5 - 49 Hull 62.6 32.4 17.5 61.8 30.5 6 67 16.5 13 35 41.3 13.3 48 40.2

b) Houses, bungalows and maisonettes: The bidding trends show higher demand for smaller houses 90 80 70 60 50 40 30 20 10 2012/13 0 2013/14

Bids per property House House House House House Bungalow Bungalow Maisonette Maisonette April – July 2 bed 3 bed 4 bed 5 bed 6 bed 1 bed 2 bed 2 bed 3 bed 2014 East 70.8 36.0 31.0 - - 40.5 - - 12.0 North Carr 61.4 24.9 23.3 26.0 - 25.3 - - - Northern 80.4 37.1 20.8 - - 33.0 - - - West 97.8 66.9 - - - 47.2 - - 16.0 Wyke 167.0 - - - - 32.0 - - - Park 58.7 38.3 39.5 - - 62.0 - - - Riverside 96.8 80.4 49.0 - - 45.2 - 34.3 16.0 Hull 75.1 45.1 28.0 26.0 - 40.5 - 34.3 13.6

Housing supply The table overleaf shows the supply rate for different types of properties based on the monthly supply rate over the past 24 months

Page 41 of 220 3

ALL Houses Bungalows Maisonettes Flats Bedsits PROPERTIES Citywide 106.92 25.38 2.83 78.33 3.33 216.79 East 19.58 7.50 1.54 11.88 0.71 41.21 North Carr 13.46 2.50 0.00 6.38 0.00 22.33 Northern 23.67 2.29 0.00 8.83 0.00 34.79 West 9.08 4.67 0.21 7.88 1.08 22.92 Wyke 2.42 1.38 0.13 2.21 0.00 6.13 Park 26.92 3.13 0.04 4.96 0.13 35.17 Riverside 11.79 3.92 0.92 36.21 1.42 54.25

Income Household income is made up of a range of sources including welfare benefits. The 2013 Experian market survey showed 31% of Hull households have an average household income of less than £15,000 which is comparable to the position in 2011 The survey indicated that the mean average household income was £25,440 in 2013 compared to £25,900 in 2011. In West area the average household income in 2013 was £26,489 (£27,225 in 2011). The Experian survey indicates that less than 3% of Hull households have an income of £60,000 or more in 2013. Average income of full time employees living in Hull is £22,474 compared to a regional average of £24,913 and a national average of £ 26,936 – source ONS Income levels vary across the city. The table and chart (based on the 2013 Experian data) shows distribution by ward.

Household income by percentage within income band by ward (2013) 70 60 50 40 30

Percentage 20 10

…

Hull

Ings

Myton

Sutton

Avenue

Longhill

Drypool

Bricknell

Beverley

Marfleet

Newland

Pickering

University

Kings Park

Boothferry

Newington

Holderness

St Andrews St

Derringham

Bransholme East Bransholme

SouthcoatesEast

OrchardParkand

Bransholme West Bransholme SouthcoatesWest

< £19,999 £20,000- £39,999 £40,000-£59,999 £60,000-£99,999 £100,000+

Page 42 of 220 4

£20,000- £40,000- £60,000- < 19,999 £39,999 £59,999 £99,999 £100,000+ Avenue 29% 46.8% 18% 5% 0.6% Beverley 28.7% 46.9% 20.7% 3.3% 0.3% Boothferry 31.5% 46.5% 18.7% 2.8% 0.4% Bransholme East 61.7% 30.5% 7% 0.7% 0 Bransholme West 58.1% 37.3% 4.3% 0.3% 0.02% Bricknell 29.7% 38.2% 26.1% 5.3% 0.65% Derringham 34.6% 50.9% 13.5% 1% 0.09% Drypool 33.1% 44.3% 17.2% 4.8% 0.6% Holderness 23.8% 48.5% 24.8% 2.6% 0.2% Ings 40.7% 40.2% 15.8% 2.8% 0.5% Kings Park 19.6% 33.8% 33.7 11.9% 1% Longhill 50.8% 39.5% 8.1% 1.6% 0.04% Marfleet 56% 37.3% 6% 0.6% 0.07% Myton 49.2% 39.7% 9.7% 1.2% 0.1% Newington 37.5% 50.1% 11.7% 0.6% 0.06% Newland 40.4% 47.3% 11% 1.1% 0.2% Orchard Park and Greenwood 63.3% 33.3% 2.9% 0.5% 0.04% Pickering 42% 43.6% 12.6% 1.5% 0.2% St Andrews 43% 46.6% 9.8% 0.6% 0 Southcoates East 52.6% 39.4% 7.5% 0.4% 0.06% Southcoates West 31.9% 54.7% 12.3% 1% 0.09% Sutton 34.8% 43.2% 18.8 2.8 0.5% University 46.2% 39.4% 11.8% 2.2% 0.3% Hull 40.9% 42.6% 13.9% 2.4% 0.3%

Employment Employment levels are lower than regional and national figures. The employment rate in Hull is 62.5% (based on all residents aged 16-64) compared to the regional figure of 69.7% and a national figure of 71.2%:

Economic activity – this means people in employment and people who are unemployed but seeking work and able to take up work Source: ONS annual population survey Hull Hull Yorks & Humber GB (numbers) (%) (%) (%) All people Economically active† 134,700 73.3 76.8 77.4 In employment† 115,200 62.5 69.7 71.2 Employees† 103,900 56.7 60.6 61.1 Self employed† 10,200 5.3 8.4 9.5 Unemployed (model-based)§ 19,200 14.3 9.2 7.7 † Numbers are for those aged 16 and over, % are for those aged 16-64 Numbers and % are for those aged 16 and over. % is a proportion of § economically active

Page 43 of 220 5

Economic inactivity Kingston upon Kingston upon Yorkshire and The Great Hull, City of Hull, City of Humber Britain (level) (%) (%) (%) All people Total 48,200 26.7 23.2 22.6 Student 14,500 30.1 26.1 25.8 looking after 14,100 29.3 25.5 25.6 family/home long-term sick 11,100 23.1 22.8 21.8 retired 5,200 10.8 15.6 15.4 other 2,400 5.0 7.4 8.8 wants a job 8,700 18.1 25.3 24.5 does not want a 39,500 81.9 74.7 75.5 job

Benefit take up Benefit take up in Hull is higher than regional and national figures Around 30% of households are in receipt of Housing Benefit, the housing benefit case load at March 2014 being 34,113 households compared to an estimated number of households in Hull of 112,596 (Census 2011) Over 60% of council tenants are in receipt of housing benefit and an estimated 89% of rent is met through housing benefit (December 2013) At August 2013, information from the Office of National Statistics (ONS) indicated that 21.8% of the 16-64 resident population were in receipt of key benefits compared to 15.1 % and 13.6% of the regional and national population aged 16-64 7.1% of residents aged 16-64 claimed Job Seekers Allowance in February 2014 compared to 7.3% in August 2013. This more than twice the national average

Affordability Data from Hometrack House prices ~ there are not enough sales at a small geographical area, to provide a good enough sample size to give detailed and robust data. In 2014 (year to date) sales were as follows:

No. of sales Average price Turnover Turnover (private sector regionally stock)

Boothferry 53 £107,848 1% 0.7%

Derringham 25 £92,336 0.5% 0.7%

Pickering 23 £103,953 0.4% 0.7%

Page 44 of 220 6

Rental prices ~ the average market rent for a 2 bedroom private sector house is £103 in both Boothferry and Derringham and £91 in Pickering.

Strategic housing market assessment The recent Strategic Housing Market Assessment (SHMA) completed on behalf of Hull City Council by GL Hearn Limited to inform the Local Plan development identifies a continued need for affordable housing of 338 additional homes per year to 2030. Affordable housing means housing that is affordable in perpetuity and affordable to local residents who on an objective assessment of income compared to housing costs cannot afford market housing.

The SHMA, in assessing housing need, takes into account the different affordable housing products (intermediate housing including shared ownership and rent levels higher than affordable rent or social rent but less than market housing as well as affordable rent and social rent). The SHMA was produced according to Department of Communities and Local Government guidance on financial assessment. It is based on an assessment that a household can afford to buy if the property price is up to 3.5 times a single income or if the rental cost absorbs less than 25% gross income. This calculation is simplistic and does not take into account household size. The SHMA was based on the Experian household income data –some of which is composed of welfare benefits

Impact of different household size on affordability An average terraced house in Hull at June 2014 costs around £52,000 based on Land Registry data. Theoretically an income of around £14,900 (based on the ratio of income to value of 1: 3.5) would be required based on a mortgage of 80% of the value and a deposit of £10,400.

The table below shows comparative income required for different sized households based on a weekly mortgage charge of £51.20, using for demonstration purposes a mortgage rate of 4% for the above terraced house. Interest rates vary depending on length of the loan, level of deposit and risk – mortgage lenders take into account income and outgoings to assess what is affordable to the person seeking a mortgage resulting in an individual assessment rather than a straight forward assessment of comparing household income and house price.

The minimum acceptable income required is derived from the Joseph Rowntree Trust Minimum Income Calculator. The Minimum Income Standard for the UK shows how much money people need, so that they can buy things that members of the public think that everyone in the UK should be able to afford. http://www.minimumincome.org.uk/ Single parent Couple with Couple with Couple Single person with child children aged children aged under 2 6 &12 15, 7 & baby Annual £19758 £35644 £39119 £23896 £15164 gross income Net Weekly £494.38 £552.62 £611.34 £365.72 251.84 income

Page 45 of 220 7

Page 46 of 220 Lettings Policy 2014 Report to Area Committees- September/ October 2014 Supporting presentation

Page 47 of 220 1 Area Committee summary of report content • Local/ national position • Some basic citywide data to help inform discussion and an area specific appendix, covering: -income levels -benefit take-up -affordability -demand Page 48 of 220 2 Local Connection

• Background-Government strongly encouraging qualification criteria of minimum residency (with exemptions) • We do not exclude* but give priority for local connection • Minimum residency in an area - suggested minimum 2 years- there would be exemptions • Government will be consulting later in the year on “right to move for work” *only exclude for unacceptable behaviour and 16/17 year olds if not financially independent

Page 49 of 220 3 Local connection continued

• On the current register, of 6,913, 198 do not have local connection • In 2013/14, just 7 households were allocated HCC properties where there was no local connection (all in Riverside) • We belong CBL (Choice Based Letting) North and most state they are not changing

Page 50 of 220 4 Current local connection criteria • The applicant has lived in Hull for at least 6 out of the last 12 months or 3 years out of the last 5 years • The applicant has close family who live in Hull and have done so for at least the last 5 years (e.g. parents, children, brothers, sisters or grandparents) • The applicant has permanent employment in Hull • The applicant is receiving specialist medical treatment in Hull (where the treatment is significant and ongoing and requires them to live in Hull for a minimum of 6 months) • The applicant was provided with accommodation in the city under section 95 of the Immigration and Asylum Act 1999 (support for asylum seekers) prior to being given refugee status.

Page 51 of 220 5 Local connection continued

• What issues are there for us? • What would the impact be on demand? • Key points-should we change our local connection rules? • Should we increase the time needed to live in Hull to qualify for local connection (currently 6 months) • Should this go further and exclude people without a local connection? Page 52 of 220 6 “Pay to Stay”-high income social tenants

• Background-Government proposal- not yet launched • Key point-should we charge more rent to our higher earning tenants (>£60k for the tenant plus the highest earner’s joint income)

Page 53 of 220 7 Downsizing - Tenants Incentive Scheme (TIS)

Background

What issues are there for us? – How do we balance tenants needs and making best use of our stock? – Which households should be prioritised- e.g. older households under occupying, households in severe financial difficulties – Difference between mutual exchange and “TIS” moves

Page 54 of 220 8 Tenants Incentive Scheme (TIS) continued Key questions – Should we continue to offer incentives to tenants to release larger properties? – Should we be able to offer additional support to help tenants to move where necessary? – Should we offer incentives to encourage council tenants to move by mutual exchange

Page 55 of 220 9 Means test

Should we exclude higher earners from accessing Hull City Council housing at all? • We asked about this in 2012/13 (rejected) • 83.5 % of households in Hull have an income of less than £40k and 31% have incomes less than £15k

Page 56 of 220 10 Means test continued • What issues are there for us? • Demand? • Mixed communities? • Resources to check the income of all applicants

Page 57 of 220 11 Affordability

• We asked about this in 2012/13 • Should eligibility be linked to HB levels- any change was rejected on the basis of customer choice, demand, circumstances change, etc • Is this still the correct position?

Page 58 of 220 12 Affordability continued

• What are the issues for us? • Are households paying the under occupancy element of their rent? • Example- a family with a boy aged 2 and a girl aged 7 would only receive housing benefit for a 2 bed but would be eligible for a 3 bed • Example- a single person offered a 2 bed flat (as lower demand) • We do check with the tenants now and point out the shortfall they would need to pay

Page 59 of 220 13 Affordability continued • Should we only allocate in line with housing benefit levels? (would need to apply to all groups of tenants)

June June £ Due £ Paid % Paid 2014 2014

Tenants charged bedroom 2,466,2 2,233,48 3,607 3,641 90.6% 90.4% tax 98 3 1,255,5 1,255,53 % tenants paying in full 50.4% 52.5% 100.0% 100.0% 45 6 1,171,1 % tenants paying partial 47.4% 44.8% 977,947 83.5% 83.1% 61 % tenants paying none 2.2% 2.7% 39,592 0 0.0% 0.0%

Page 60 of 220 14 Affordability continued

June 2014

New* tenants charged bedroom tax 675 641 % tenants paying in full 47.6% 50.7% % tenants paying partial 48.4% 43.8% % tenants paying none 4.0% 5.5%

* new tenants since start Oct 12

Page 61 of 220 15 Affordability continued

Should we: • Change our eligibility rules to match the HB rules? • Keep our eligibility rules but make a judgement on affordability before we offer • Keep our eligibility criteria and continue to let the customer decide if they can afford • Keep our eligibility rules but stop relaxing the eligibility rules for harder to let properties

Page 62 of 220 16 Adaptations

Chronically Sick and Disabled Persons Act (CSDPA) budget is £3m • 20% of our properties are adapted • 75% occupied by person(s) who are disabled • Issue of medical priority- applies to adapted and unadapted homes

Page 63 of 220 17 Adaptations continued

• What are the issues for us? • Are there occasions when we could move people to an adapted home rather than adapt their current property and if so, how would we best do this? • Should we incentivise moves? • Legal position • What support should be offered? Page 64 of 220 18 Questions/ recommendations to Area Committees Recommendations: “That the Area Committee provides views on the questions raised in section 6 and the recommended approaches in 5.3.2.3; 5.3.2.5; 5.5.5 and 5.6.4 and provides any other associated comments that the Committee would wish to make.”

Page 65 of 220 19 5.3.2.3-downsizing

• It is recommended that all downsizing incentives are removed and that appropriate budgets are redirected to the area housing teams. The operational details for the use of this budget allocation are to be agreed and authorised by the City Manager Neighbourhoods and Housing and the Portfolio Holder.

Page 66 of 220 20 5.3.2.5- mutual exchange

Page 67 of 220 21 5.5.5-making best use of adapted stock It is recommended that delegated authority be given to the City Manager Neighbourhoods and Housing and the Portfolio Holder to introduce an incentive scheme, including financial assistance, for moving to adapted housing if further research and local consultation demonstrates that there is a sound business case for it. Page 68 of 220 22 5.6.4-local lettings policies

It is proposed that where local lettings policies may be appropriate for regeneration schemes and that these polices would not overwhelm choice based lettings, authority is delegated to the City Manager, Neighbourhoods and Housing to develop and agreed local lettings policies in consultation with the Portfolio Holder and any and all relevant Area Committees. Should the council wish to consider a Local Lettings policy for any of its regeneration schemes, the CIH/CLG Practice Brief sets out a framework for any proposals to follow: • a clear definition of the objective(s) to be achieved, backed up by clear evidence • a method which is likely to achieve the objective(s) • a potential (equality) impact assessment • how the scheme will be monitored and who will be involved • mechanisms of reporting and reviewing the scheme • how the views of local communities have shaped the scheme • a clear exit strategy. Page 69 of 220 23 Questions (as per SNAP survey)

• Should we amend our policy on local connection? • 6.1.2 Should tenants on high incomes pay a higher rent? • 6.1.3 Should we adopt a means test for our housing list? • 6.1.4 Should the council undertake an affordability check before allocating council homes? • 6.1.5 Should the council offer incentives for disabled tenants to move to a suitably adapted property which meets their needs? • 6.1.6 Should the council provide incentives/ support in specific cases and against set criteria, for tenants to move?

Page 70 of 220 24 1. Providing Social Housing for Local People

Hull City Council allows people with and without a ‘local connection’ to register on our housing list. People with a local connection always have priority over those without. This means we can let our less popular properties to people without a local connection in the event that no-one with a local connection bids for them. Someone has a local connection if they:

Have lived in Hull for at least 6 out of the last 12 months or 3 years out of the last 5 years, or

Have close family (parents, children, brothers, sisters or grandparents) who live in Hull and have done so for at least the last 5 years, or

Have permanent employment in Hull, or

Are receiving specialist medical treatment in Hull, where the treatment is significant and ongoing and requires them to live in Hull for a minimum of 6 months, or

They were provided with accommodation in the city under section 95 of the Immigration and Asylum Act 1999 (support for asylum seekers) prior to being given refugee status

Q1 Please prioritise your preferred local connection criteria and approach. Write 1 - 5 in each box, with 1 being most preferred option and 5 being the least preferred option.

Continue applying the same rules Continue applying the rules but increase the amount of time they must have lived in Hull Exclude people who do not have a local connection (keeping the local connection criteria as detailed above). Exclude people who do not have a local connection and increase the minimum time you must have lived in Hull to have a local connection Extend the present local connection criteria to include more categories

Page 71 of 220 2. Adaptations

Some people with a disability assessed by an Occupational Therapist need to have their homes adapted (for example, doors widening to accommodate a wheelchair, or the installation of a stair lift, ramp etc.). 20% of the council’s housing stock is adapted to suit the needs of disabled people. Currently, when a tenant needs an adaptation, they are given the option to move to a suitable, already adapted property, if there is one. In most cases the tenant chooses to have their current home adapted to suit their needs.

Q2 How much do you agree or disagree with the following, where 1 is strongly disagree, and 5 is strongly agree. Please tick one box. 1. 2 3 4 5. Strongly Strongly disagree agree The council should offer incentives for disabled tenants to move to a suitably adapted property which meets their needs

Q3 Which of the following do you think the Council should offer? Please tick all that apply. Cost of furniture removals ...... Advice/help to re-direct post...... Cost of disconnection/re-connection of Cost of the re-direction of post ...... white goods ...... Advice/help with re-connection of Decoration allowance at the new utilities (gas, electricity supply) ...... property ...... a fixed monetary sum that the tenant Other (please specify below)...... could utilise for their move......

3. Incentives and Assistance to Move

In 2009, the Council introduced incentives to encourage council tenants to move out of properties that were too large for them. This was done to release larger properties which were at the time in short supply. Whilst the Council still needs a good turnover of larger family accommodation it is currently smaller family accommodation that is in short supply. The Council does not offer incentives to move to any other tenants.

Q4 How much do you agree or disagree with the following, where 1 is strongly disagree, and 5 is strongly agree. Please tick one box. 1 2 3 4 5. Strongly Strongly disagree agree The Council should not give incentives to council tenants to downsize

Page 72 of 220 3. Incentives and Assistance to Move (Continued)

Sometimes tenants, who need to move, and where it would be in the best interest of the council for them to move, are unable to because they cannot afford the removal costs.

Q5 How much do you agree or disagree with the following , where 1 is strongly disagree, and 5 is strongly agree. Please tick  one box.

1 2 3 4 5. Strongly Strongly disagree agree The Council should be able to provide additional support to help tenants to move where necessary

A Mutual Exchange is where two or more tenants swap properties with the Council’s agreement. This can be the quickest rehousing option for tenants and is usually a cheaper option for the Council compared with a transfer. Many social landlords are now considering offering incentives for tenants to move via mutual exchange.

Q6 How much do you agree or disagree with the following , where 1 is strongly disagree, and 5 is strongly agree. Please tick one box 1. 2 3 4 5 Strongly Strongly disagree Agree The Council should offer incentives to encourage council tenants to move by mutual exchange

4. Affordability

Hull City Council's housing eligibility criteria enables customers to be offered a property that, by Housing Benefit rules, they will be classed as under occupying. This means that the Housing Benefit would not cover the full rent, and so the tenant would have to find the extra needed to pay the full rent.

Q7 How much do you agree or disagree with the following, where 1 is strongly disagree, and 5 is strongly agree. Please tick one box on each row. 1. 2 3 4 5. Strongly Strongly disagree agree Let the customer decide if they can afford the tenancy The Council should undertake an affordability check and not allocate a property where it thinks the customer cannot afford the tenancy The council should only offer all customers properties of a size that match the Housing Benefit rules (whether they claim Housing Benefit or not) Other (Please specify below) Page 73 of 220 5. About You These questions help us to understand if different groups of people have different views to each other, and to make sure we are seeking a cross-section of views from local people. You don't have to answer these questions. Leave blank any you don't want to answer.

Q8 What is your post code?

Q9 What is your year of birth? (write yyyy)

Q10 What is your gender? Please tick  one box. Male ...... Female ...... Is there anything about your gender you want to tell us? Please write below.

Q11 Are your day-to-day activities limited because of health problem or an impairment which has lasted, or is expected to last at least 12 months? Please include conditions such as mental health issues or problems related to ageing. Please tick  one box.

Yes, limited a little...... Yes, limited a lot ...... No......

Q12 Which of the following best describes your ethnic background? Please tick  one box. White British ...... Asian / Asian British ...... White other...... Mixed / multiple ethnic group...... Black / Black British...... Other (please state below) ......

Q13 Is there anything else about yourself that you want to tell us. Please write below

Hull City Council has many ways for you to tell us what you think. Tenants can give their views on the Housing Service through the Tenant Participation Team. Anyone can give their views to The People's Panel - local people who give their views about health services, roads, jobs, crime and much more. No meetings to attend, just a questionnaire every few months.

Q14 If you would like more information, please give us your contact details.

*Name

*Address

*Post code

Email address

Telephone number

Thank you for completing Pagethis survey. 74 of 220 Your views are important to us.

Briefing Paper to the West Area Committee Wards: All

15 October 2014

Hull City Council Library Service Strategy

Briefing Paper of the of City Customer Services Manager

1. Purpose of the Paper and Summary

1.1 To provide West Area Committee with the opportunity to comment on the draft Library Strategy and the proposed changes to the Library Service from April 2015.

1.2 Public consultation is also underway seeking feedback from the general public and key stakeholders on the Library Strategy and the proposed changes to the Library Service from April 2015 which are made in the context that by 2020 Hull City Council will have been required to cut its budget by circa £100million due to a reduction in funding from central Government. This means the Council has to make some very difficult decisions regarding the services it provides. The proposals outlined in the Strategy aim to prevent wholesale library closures ensuring people have access to vital services in their community.

1.3 The Library Strategy will set out the Council’s vision for its public library service over the next five years and will provide a framework that will allow the service to develop and change whilst continuing to meet customer need and demand.

2. Background

2.1 Local authorities have a duty to provide a comprehensive and efficient public library service to meet the requirements of the Public Libraries and Museums Act 1964. The Department for Culture, Media and Sport (DCMS) hold Government responsibility for superintending the Act and issued guidance to all local authorities following the public inquiry into Page 75 of 220 Page 1 of 3 The Wirral’s public library service delivery plans. The guidance states each local authority should provide a statement of what the service is trying to achieve and how the service will be delivered, based on an assessment of local need and how those needs will be met.

2.2 The draft Library Strategy document at Appendix 1 provides a clear approach for the delivery of public library services in Hull over the next five years based on the varied needs of local people and the priorities and outcomes set out in the City Plan. However, the Strategy will also be delivered against a backdrop of public sector budget reductions which will necessitate changes to service delivery. The proposed changes to the library network, opening hours and service delivery were set-out in Part 1 of the Hull City Council Budget Report agreed at Full Council on 27th February 2014.

2.3 This year, to help manage the budget reduction and after carrying out an Equality Impact Assessment and undertaking consultation the Council withdrew the mobile library from service at the end of August, which cost over £8.40 per person using it. In its place we are seeking to establish small Library Access Collections. In 2015/16 the Library Service needs to reduce its budget by a further £320,000. The Council’s preferred option is to maintain as many libraries as possible however to do so we will need to review the opening hours at each one.

2.4 The draft Library Strategy has been developed based on an assessment of local need utilising the Council’s Customer Insight data and mindful of the financial situation facing the Authority.

2.5 Whilst a clear statement of what the service is aiming to achieve and how it will be delivered is suggested by DCMS, particularly when making significant changes to budgets and services, a strategy for delivery and change is also often required when seeking external funding.

3. Current Provision in the West Area

3.1 The public library which serves the West Area is the Fred Moore Library. The current opening hours of which are:

The Fred Moore Library Monday 9.30 a.m. – 12.30 p.m. & 1.30 p.m. – 5.00 p.m Tuesday 1.00 p.m. – 6.00 p.m Wednesday 9.30 a.m. – 1.30 p.m. Thursday 9.30 a.m. – 12.30 p.m. & 1.30 p.m. – 5.00 p.m Friday 1.00 p.m. – 6.00 p.m Saturday 9.30 a.m. – 1.30 p.m.

Page 76 of 220 Page 2 of 3 3.2 Appendix 2 provides usage data, from April 2013 to March 2014, for the Fred Moore Library, as well as data from all of the other City libraries.

4. Impact of the Library Strategy and Proposals on the West Area 4.1 The impact of the Library Strategy and proposals for achieving the revenue budget savings in 2015/16 on the West Area are:

A reduction in opening hours at the Fred Moore Library A reduction in librarian and management support Changes to the Library Link housebound service which will see an increase in the use of volunteers and the development of a new ‘Care to Read’ service (a pick and collect service for carers and carees)

4.2 Copies of the public and stakeholder surveys have been included at Appendix 3 for the Area Committee’s awareness.

4.3 The Library Service Strategy has been developed using the Council’s Customer Insight data to understand the needs of residents specifically taking in to account levels of education, employment data and known levels of engagement in cultural activity. Changes to library service delivery, specifically opening hours, location and number of libraries and the number of trained staff to support residents will have an adverse impact on some residents. The Library Service will maintain an Equality Impact Assessment and take action to mitigate any adverse impact through partnership working, use of volunteers and offering alternative means of service access.

5. Next steps

5.1 The Area Committee are asked to consider and comment on the Draft Library Strategy, at Appendix 1 and the proposals for change set out within it and which are summarised at 4.1 above.

5.2 Following analysis and consideration of the results of the consultation on the Library Strategy and proposed changes to service delivery a report will be submitted to the Council’s Cabinet in November 2014 to present the findings of the consultation and to seek approval for the specific changes to service delivery necessary to achieve the required budget savings in 2015/16.

Andy Brown, City Customer Services Manager

Contact Officer : Michelle Alford Telephone No. : 616849

Officer Interests: None

Page 77 of 220 Page 3 of 3

Page 78 of 220

Hull City Council

DRAFT Library Strategy 2014 – 19

Page 79 of 220

Portfolio Holder’s Introduction:

“This strategy sets out the contribution the Library Service makes to dealing with the challenges and aspirations of the City. It aims to make clear the Council’s vision for its Library Service and the library offer to residents, based on the knowledge we have about our communities, current and past use of library services and how we anticipate residents will want and need to services in the future.

However, the Strategy has to be delivered in the context of public sector funding reductions, Hull City Council has seen a 25% reduction in funding from central Government of £104million since 2010/11 and there is to be a further £47million reduction by 2020. As a result the Council has some very difficult choices to consider in order to make decisions which will enable the Council to deliver a balanced budget. In February 2014 Full Council agreed proposals to reduce the Library Service budget by £415,000 in 2014/15 and 2015/16.

To ensure we deliver the best possible library services within the financial constraints mentioned above we will be consulting with residents and key stakeholders on how and when they use library services and seeking their views on the Library Strategy and how the budget savings might be made.”

Councillor Terence Geraghty

Portfolio Holder/City Plan Enabler: Public Health (including running of culture, sports, youth and library facilities; Parks and Gardens and Events; Targeted Youth Services)

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1. Introduction and Purpose

In Hull we have a thriving public library service that has high levels of satisfaction by those who use its many services. Our public libraries have evolved to be vibrant centres in our communities playing a vital role for people of all ages and backgrounds by supporting their education, work, curiosity and general health and well-being by providing free access to knowledge, reading materials and cultural activities, IT and the internet, neutral spaces in communities that are open to all and provide opportunities for social contact.

The purpose of this strategy is to set out how our libraries will continue to support the needs of residents over the next five years against a backdrop of public sector funding reductions, the rapid advancement of technology and societal change. In order to address these funding reductions the strategy also includes proposed actions to meet these challenges.

It is evident from usage levels in recent years that our public libraries are as relevant to residents today as they have ever been and we believe they will continue play a critical role in the future by ensuring our residents have equality of access to knowledge, cultural activities and the increasing number of services delivered digitally.

The next ten years in Hull will see considerable change and rapid progress with the preparation, delivery and legacy of being UK City of Culture 2017 and the regeneration of the City and its economy as investment in its industry and infrastructure comes to fruition. Both of these, in quite different ways, will require a responsive, engaging and innovative public library service to support our residents and communities to benefit from Hull’s renaissance and reach their full potential.

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2. Our Vision

Our vision for Hull’s public library service is for a service that “connects residents and communities to knowledge, culture and one another to create ambition, aspiration and a sense of positive well-being”. We aim to achieve this by providing a highly skilled staff team who will enable and support residents to be independent and self-resilient.

We believe that a thriving, successful city is one in which people are curious, confident and ambitious, all of which require access to excellent learning opportunities. Our libraries will continue to be a key part of the City’s learning offer, underpinning formal education in school, college and beyond but also by providing people with the opportunity for informal and self-directed learning for any purpose.

Providing individuals and communities with access to a diverse range of cultural activity is also essential to creating aspiration and ambition. Our public libraries provide residents with unique opportunities to explore a wide range of high quality culture and arts activity within their community, as a creator, participant or both. Furthermore they give people access to a wide range of resources that allow them to

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explore and widen their cultural interests and direct them to opportunities for participation.

We are committed to innovation and creativity in developing and delivering library services and have a strong record of collaboration and partnership, locally, regionally and nationally. We believe this approach will enable us to continue to provide residents with the access to affordable high quality services for many years to come.

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3. What We Aim to Achieve

We believe delivering our vision for our public library service will play a positive contribution to the outcomes and priorities set out in Hull’s City Plan, specifically in the following areas:

Outcomes:

Create and Sustain Jobs in Hull Improved Skills Levels Reduced Health Inequalities Reduced Child Poverty Reduced Levels of NEETS Improved Perception of Living in the City

Priorities:

Help residents to make their money go further (enable them to be economically and socially resilient) Deliver preventative and early intervention services to improve health and mitigate critical need Safeguard the most vulnerable and provide acute support

3.1 Key Areas of Delivery

The Library Service contribution to the above outcomes and priorities can be defined within four key areas of public library service delivery that are vital to a 21st Century library service. Appendix 1 provides details of the Library Service functions and activities which deliver within the above priority areas to achieve the specified outcomes. These can be summarised as follows:

3.1.1 Connecting People with Knowledge

Providing people with free access to knowledge in any format remains the fundamental role of a public library service. Free access to knowledge is the single most important social equaliser and as such should be available to Page 84 of 220

everyone. Providing access to knowledge through a virtual library presence or a library building gives people the assurance that the information is accurate and from a legitimate source having been researched by information professionals.

We recognise the importance of having a staff team who have the skills and knowledge to acquire an appropriate range of resources to meet the many different needs of Hull’s residents in addition to having the skills to support and coach people to find information that is relevant to their purpose.

Particular focus, although not exclusively, will be given to supporting people to access information and services in life critical areas such as careers and job seeking, health, personal financial information and benefits, bringing together government and non-governmental sources of information researched by information professionals.

To ensure our residents have access to a wide spectrum of information resources we will:

i. Employ information professionals to acquire and manage the most appropriate resources that will meet the needs of our communities ii. Ensure public Library staff and volunteers are continually developing their skills iii. Provide support and coaching to people to help them access the information they require iv. Find creative and inspiring ways of encouraging curiosity and a love of learning v. Work with partners and volunteers to improve access, support and affordability of learning vi. Provide health information, community space and trained staff to ensure residents have the information they need to make informed health choices and reduce health inequality vii. Provide expertise and resources to enable residents to develop a business idea or grow their business

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3.1.2 Connecting People Digitally

Technology is a fundamental part of every aspect of our lives in the 21st Century and will increase rapidly. More and more residents need to use IT to access government and local authority services, to get the best deals when purchasing goods and services, to discover the latest information or to contact family and friends. Low levels of digital literacy and poor access to IT are creating a new social divide at all ages, it is critical that all residents have good IT access and support to reduce inequality.

Our public libraries are already used heavily by residents and visitors who need access to technology, be it a computer, WiFi, printer, scanner etc, and this demand continues to grow.

Furthermore, as the need to get online to access essential everyday services increases library staff are experiencing a huge increase in demand for support to do so.

To ensure our residents and visitors are able to connect to digital services we will:

i. Provide free access to computers and the internet for every customer

ii. Provide online access to Council and library services whenever possible

iii. Provide 24/7 access to services through a virtual library presence

iv. Provide staff and volunteers who are highly skilled to help customers to access digital information and services

v. Provide support to residents to access council and government services online independently

vi. Offer support and opportunities for customers to be creative and innovative in their use of technology

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3.1.3 Connecting People with Reading, Literature and Culture

Recent research has demonstrated that children who read for pleasure are likely to do significantly better at school than their peers1; research has also proved its effectiveness at significantly improving people’s prospects of finding employment2. We believe reading for pleasure and access to high quality cultural activity should begin at the earliest opportunity. A love of reading and learning is most often formed from birth to age five, particularly through shared stories and reading between parent and child.

There remains high public demand for a lively and engaging reading and cultural offer, reinvigorated locally by the announcement that Hull will be 2017 UK City of Culture. Reading and cultural engagement have the potential to generate curiosity and inspire ambition.

Our public libraries are located in the hearts of our communities and as such provide a wide network through which high quality cultural activity can be accessed. This is a recognised strength to help ensure local people feel connected to Hull being UK City of Culture 2017. In addition our Library Service is the only one in the Country to be a key partner in an Arts Council funded ‘Creative People and Places’ programme. Hull’s programme ‘Roots and Wings’ has a major strand, titled ‘Untold Stories’ that has been developed in order to build on the ability of library services to engage the most disengaged and vulnerable in our society. Untold Stories will be the first major strand of work in the programme and will provide valuable data and early engagement with individuals and communities to ensure the remainder of the programme responds to what people in Hull want to see, hear, read and do.

The public library service will build on public demand and their ability to engage people in cultural activity by:

i. Providing a lively and engaging reading offer which extends beyond providing reading materials. This will include, book awards, reading groups, challenges, promotions and writer events

1 Sullivan, Alice and Brown, Matt (2013), Institute of Education Centre for Longitudinal Studies 2 Taylor, Mark (2011), http://www.ox.ac.uk/media/news_stories/2011/110804.html Page 87 of 220

ii. Providing high quality, inspiring events and activities that will encourage curiosity, develop new audiences and encourage participation

iii. Offering community space

iv. Providing free access to reading resources and spaces where reading can be enjoyed as a cultural experience in itself

v. Developing an e-book and digital reading offer

vi. Ensuring staff have the skills and knowledge to engage and inspire communities and individuals

vii. Signposting residents to activities and events that will further their engagement and participation in cultural activity

3.1.4 Connecting People with One Another

It is well documented that social isolation considerably impacts on a person’s health, at worst reducing their life expectancy. Public libraries are frequently the only place within a community that an individual can go for social contact without having to spend money. Opportunities for people to meet with others, participate in events and activities or learn from one another are often the most valued aspects of a public library and frequently why there is such opposition to library closures.

We recognise our public library network is extremely important to the health, education, culture and social capital of our City and wish to continue providing residents with access to high quality and welcoming services both in physical buildings and online.

We do though have to recognise that increasing financial pressures and changes to the way people wish to access services will mean we have to make changes to our network; this may mean closure or relocation to an improved location.

Whenever and wherever we need to make changes to library services we will do so following an assessment of local need that will be based on an Equality Impact Assessment and consultation with residents.

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Recent investment in some of our library buildings has illustrated how this can increase use and engagement not only in library services but also in other community activity and volunteering. We will continue to seek funding to improve our buildings.

Volunteering continues to be important in the delivery of library services. It provides local residents with opportunities to increase their skills, meet new people, and increase their self-confidence. The Library Service benefits from increased capacity to support residents, new ideas and the building of a community of advocates for the services it offers. We will continue to develop our partnerships to increase volunteering opportunities and the support and training we can offer our volunteers.

Connecting people with knowledge, culture and one another forms our vision for public library services, to ensure those connections continue and grow we aim to:

i. Work with communities to ensure library opening hours meet the needs of residents within the resources we have available ii. Seek investment to ensure our libraries are exciting and welcoming spaces to spend time iii. Continually review the location of our libraries to ensure they remain accessible for communities within available resources iv. Provide space and facilities for communities to meet and organise events and activities v. Arrange and deliver events and activities that inspire and encourage participation and engagement vi. Provide a wide range of volunteering opportunities vii. Explore new opportunities to develop public library services viii. Seek grant funding to extend services and activity ix. Provide the best possible digital services and support within the resources available Page 89 of 220

4. Meeting the Financial Challenge

As public sector budget reductions continue the library service needs to make changes to meet the challenges this presents. The proposals considered are:

2014/15 £95k to be met by:

withdrawing the mobile library reducing the number of librarians and securing external funding for electronic resources and language and literacy programme delivery.

Consultation has been undertaken on the above changes and implementation will begin from 1 September 2014.

The savings target for 2015/16 is a further £320k. The proposals to achieve this are:

a further reduction in the number of librarians and managers, a further reduction in opening hours at all libraries to change the delivery of services to housebound residents by increasing the number of volunteers to deliver materials to residents and by increasing take-up of a new ‘Care to Read’ service (a pick and collect service for carers and carees), and to secure external funding for one librarian post.

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5. Taking the Strategy Forward

Delivering this strategy is vital to achieve our vision for public library services in Hull and in realising the full extent of the contribution the Library Service makes to improving outcomes and raising the profile of the City. We have therefore developed the following high level action plan to deliver our vision:

ACTION TIMESCALE Consult the general public and key stakeholders on Consultation August and budget savings proposals which will involve a review September 2014. of library opening hours and the library network. Service delivery changes to be implemented from 1 April 2015 The Library Service will contribute to the Transfer to the new development of the business case and business plan company by April 2015. to transfer the Library Service to a Council wholly- owned company along with a range of other Council services

The Library Service will be involved in the Citizen 2014 - 2019 Engagement and Empowerment Programme which aims to encourage customer self service and generic customer services activities.

We will seek to improve the Library Service to enable 2014 - 2019 people to access the increasing number of Council and Government services available online with trained library staff to encourage and support digital service access.

We will continue delivery and development of the 2014 - 2015 Enterprise, Business and Intellectual Property services across the City.

The Library Service will deliver the Arts Council and 2014 - 2017 James Reckitt Library Trust funded Roots and Wings ‘Untold Stories’ project.

The Library Service will make a key contribution to 2014 - 2019 Hull’s UK City of Culture 2017.

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Page 92 of 220 Appendix 2:

2013-2014 Footfall Footfall Transactions Transactions Costs per Cost Total Total Daily Daily Transaction per Costs Costs Average Average visit excluding including Property Property

(staffing) (staffing + rent+ rates)

Libraries

Longhill 11,700 94 30,968 248 £ £ £ £ Library 1.36 3.59 12,260 41,977

Marfleet 3,394* 13* 14,198* 56* £ * £ £ £ Library 1.64 6.85* 16,054* 23,236*

*This data is incomplete due to relocation

Fred Moore 38,483 126 122,040 400 £ £ £ £ Library 0.98 3.11 94,721 119,600

Freedom 32,084 117 54,821 200 £ £ £ £ Centre 0.79 1.35 43,256 43,256 Library

Holderness 44,029 144 84,764 277 £ £ £ £ Road 0.72 1.39 61,033 61,033 Library / CSC

Western 40,716 157 51,174 198 £ £ £ £ Library 1.50 1.88 63,365 76,743

Avenues 41,841 137 112,681 368 £ £ £ £ Library 0.70 1.87 66,458 78,398

Page 93 of 220 Gypsyville 57,005 188 65,883 217 £ £ £ £ Multi 0.68 0.79 45,000 45,000 Purpose Centre

Greenwood 45,783 150 108,488 356 £ £ £ £ Avenue 1.03 2.45 99,507 112,232 Library

Bransholme 80,339 308 145,701 558 £ £ £ £ Library 0.83 1.51 97,080 121,257

Ings 89,715 315 148,839 522 £ £ £ £ Library/CSC 0.66 1.09 97,755 97,755

Mobile 5,824 21 25,262 91 £ £ £ £ Library 3.23 14.02 44,474 81,659

Library Link N/A N/A 57,285 220 £ £ £ 1.10 44,474 63,066

Central 507,491 1,664 857,623 2,812 £ £ £ £ Library 1.02 1.72 703,279 875,112

Page 94 of 220 Hull City Council Library Service Library Strategy Consultation

The Library Strategy sets out the contribution the Library Service makes to dealing with the challenges and aspirations of the City. It aims to make clear the Council’s vision for its Library Service and the library offer to residents, based on the knowledge we have about our communities, current and past use of library services and how we anticipate residents will want and need services in the future.

However, the Strategy has to be delivered in the context of public sector funding reductions. Hull City Council has seen a 25% reduction in funding from central Government of £104million since 2010/11 and there is to be a further £47million reduction by 2018. As a result the Council has some very difficult choices to consider in order to make decisions which will enable the Council to deliver a balanced budget. In February 2014 Full Council agreed proposals to reduce the Library Service budget by £415,000 over 2014/15 and 2015/16.

To ensure we deliver the best possible library services within the financial constraints mentioned above we are consulting with residents and key stakeholders and seeking their views on the Library Strategy and how the budget savings might be made.

You can find a copy of the Library Strategy in your local library or on the Council's website.

Q1 How much do you disagree or agree with our vision for Hull's public library service as a service that "connects residents and communities to knowledge, culture and one another to create ambition, aspiration and sense of positive well being"? Please select one of the following Strongly Disagree ...... Disagree ...... Neither ...... Agree ...... Strongly Agree ......

Q2 Do you have any further comments about our vision for Hull's public library service?

Page 95 of 220 Q3 On a scale of 1 to 5, where 1 is Not At All Important and 5 is Crucially Important, how important do you think each of the following are in achieving our vision? 1 - Not At 5 - All Crucially Important 2 3 4 Important Continued free access to knowledge Skilled and knowledgeable library staff Supporting people to access information and services in life critical areas e.g. jobs, health, finance etc Free access to computers and internet Online access to council and library services Supporting people to access digital information and services Free access to reading resources and spaces Broader reading offer including book awards, challenges, promotions, and writer events etc Offering community space High quality cultural activity Opening hours which meet the needs of residents (within the resources available) Exciting and welcoming library spaces in accessible locations Volunteering opportunities

Q4 Do you have any further comments about our key areas of delivery ? Have we missed anything that you think is really important if we are to achieve our vision? Are any areas more important than others and, if so, what are they?

Page 96 of 220 Q5 The library service has already run a number of consultations aimed specifically at the challenge presented by public sector budget reductions. These include consultations looking at the mobile library service, opening hours and use of the library network. The responses to these consultations are informing our plans for the future of the library service. However, if you have any specific comments about the savings proposals being considered, or any ideas as to how the library service might save money, then please provide them below.

Q6 Do you have any other comments relating to Hull City Councils Library Strategy 2014 - 2019?

About You

The following questions will help us to understand the views of different groups of people and make sure that we deliver all of our services fairly.

You do not have to answer these questions but if you do, the information you provide will be kept confidential. If there are any questions you do not want to answer, please leave them blank.

What is your gender? Please select one of the following Male...... Female......

What is your age?

What is your full postcode?

Page 97 of 220 Are your day-to-day activities limited because of a health problem or impairment which has lasted, or is expected to last at least 12 months? (Please include conditions such as mental health issues or problems related to ageing.) Please select one of the following Yes, limited a little ...... No ...... Yes, limited a lot......

Which of the following best describes your ethnic background? Please select one of the following White British/English/Scottish/Northern Irish/Welsh ...... Other White ...... Black/Black British ...... Asian/Asian British...... Mixed/Multiple Ethnicities ...... Other......

Hull City Council also runs the People's Panel, a group of over 3500 residents from across Hull who are surveyed four times a year (either online or by post) on a range of subjects. The results of these surveys influence decisions that are made about the City and it's future.

If you are not already a Panel member but would be interested in joining please give your details below.

Name

Address

Email / Phone

Thank you for taking the time to complete this questionnaire.

Page 98 of 220 Hull City Council Library Service Public Libraries Consultation Children's Survey

Hull City Council has to make some very difficult choices about the services it can continue to provide in the future.

We would like to learn your views on how you use the Library Service. The results of this survey will help us to make some decisions about the future of Hull Library Services and will ensure that future plans are based on feedback from you.

If you do not have an answer to a question just leave the question blank. If you do not understand a question, please ask the library staff.

All your answers will remain confidential and will not be passed to anyone else

Q1 Which of the following libraries do you usually use? Please select one of the following Avenues Library...... Holderness Road CSC Library ...... Bransholme Library ...... Ings Library...... Central Library...... Waudby Library (Isaac Newton) ...... Fred Moore Library...... Longhill Library ...... Freedom Centre Library ...... Western Library...... Gipsyville Library ...... None - Do Not Use Libraries ...... Greenwood Avenue Library ......

Q2 Have you used any other libraries in the last 12 months? Please select all that apply Avenues Library...... Holderness Road CSC Library ...... Bransholme Library ...... Ings Library...... Central Library...... Waudby Library (Isaac Newton) ...... Fred Moore Library...... Longhill Library ...... Freedom Centre Library ...... Western Library...... Gipsyville Library ...... None...... Greenwood Avenue Library ......

Q3 What do you use the library for? Please select all that apply Borrow books...... Find information for study/homework. Use the computers...... Take part in craft sessions or storytime ...... Borrow CDs or DVDs ...... Other...... Please tell us what else you use the library for.

Page 99 of 220 Thinking specifically about the library you use visit most often :

Q4 How often do you visit this library? Please select one of the following Every day ...... At least once a month...... At least once a week ...... A few times a year ...... Every 2 - 3 weeks...... Once a year or less ......

Q5 How long does it take you to travel to this library? Please select one of the following Less than 10 minutes ...... Between 30 and 45 minutes...... Between 10 and 20 minutes ...... Between 45 minutes and one hour.... Between 20 and 30 minutes...... Over an hour ......

Q6 How do you usually travel to this library? Please select one of the following Walk...... Car...... Taxi ...... Other...... Bus ...... Cycle...... Motorcycle ....

Q7 Thinking about the library you use most often, how would you rate each of the following? Please select one response on each row Very Very Don't Good Good OK Poor Poor Know The library overall The library opening hours The library as a nice place to visit How easy it is for you to visit the library The friendliness of the staff How helpful the staff are The library has the books you need The computers

Q8 What would be your preferred days and times to be able to visit this library? Please select the five days and times that you would prefer most Morning Lunchtime Afternoon Early Evening Late Evening (9am - 12pm) (12pm - 2pm) (2pm - 5pm) (5pm - 7pm) (7pm - 9pm) Monday Tuesday Wednesday Thursday Friday Saturday Sunday

I have no specific preference ...... Page 100 of 220 Q9 If the library you use most often was not available, or not open at the times you preferred which of the following would you do Please select all that apply I would use another library ...... I would visit Central library in town with friends or family...... I would ask someone else to borrow books on my behalf ...... I would stop using libraries altogether ......

Q10 Do you know where your nearest alternative local library is? Please select one of the following Yes ...... No......

Q11 Do you have any other comments about your local library that you would like to tell us?

Page 101 of 220 About You

The following questions will help us to understand the views of different groups of people and make sure that we deliver all of our services fairly.

You do not have to answer these questions but if you do, the information you provide will be kept confidential. If there are any questions you do not want to answer, please leave them blank.

Q12 Are you a boy or a girl? Please select one of the following Boy ...... Girl......

Q13 How old are you?

The following questions should only be answered if a parent or responsible adult gives their consent :

Q14 Please provide consent by providing your relationship with the child. Please select one of the following Parent ...... Carer...... Grandparent...... Child - minder...... Other Family Member ...... Other (Please Specify)......

Please Specify

Q15 What is the child's usual postcode?

Q16 What is the child's ethnic background? Please select one of the following White British/English/Scottish/Northern Irish/Welsh...... Other White...... Black/Black British...... Asian/Asian British ...... Mixed/Multiple Ethnicities...... Other......

Thank you for taking the time to complete this questionnaire.

Please hand your completed form to a member of staff.

Page 102 of 220 Hull City Council Library Service Public Libraries Consultation

Following a reduction in government funding, Hull City Council is required to make some very difficult choices about the level of services it can continue to provide in the future.

This questionnaire is seeking your views on how you use the Library Service. The results of this survey will help us to make some decisions about the future of Hull Library Services and will ensure that future plans are based on feedback from users and residents.

Hull City Council has a commitment to protecting personal information. All your responses will be treated confidentially and will not be passed to anyone else.

Q1 Which of the following libraries have you used most often in the last 12 months? Please select one of the following Avenues Library...... Holderness Road CSC Library ...... Bransholme Library ...... Ings Library...... Central Library...... Waudby Library (Isaac Newton) ...... Fred Moore Library...... Longhill Library ...... Freedom Centre Library ...... Western Library...... Gipsyville Library ...... None - Do Not Use Libraries ...... Greenwood Avenue Library ......

Q2 Which other libraries have you also used in the last 12 months? Please select all that apply Avenues Library...... Holderness Road CSC Library ...... Bransholme Library ...... Ings Library...... Central Library...... Waudby Library (Isaac Newton) ...... Fred Moore Library...... Longhill Library ...... Freedom Centre Library ...... Western Library...... Gipsyville Library ...... None...... Greenwood Avenue Library ......

Q3 Which of the following activities do you currently do at libraries? Please select all that apply Borrow books...... Attend adult events and activities ...... Use the computers...... Attend childrens events and activities Borrow CDs or DVDs ...... Access other Council services ...... Carry out research ...... Other...... Please Specify

Page 103 of 220 Thinking specifically about the library you currently visit most often :

Q6 How do you usually travel to this library? Please select one of the following Walk...... Car...... Taxi ...... Other...... Bus ...... Cycle...... Motorcycle ....

Q7 Thinking about the library you visit most often, how would you rate each of the following? Please select one response on each row Very Very Don't Good Good OK Poor Poor Know The library overall The library opening hours The look and feel of the library Physical location of library The accessibility of the library Friendliness of staff Knowledge of staff The choice and quality of books The computer facilities

Q8 What would be your preferred days and times to be able to visit this library? Please select the five days / times that you would prefer most Morning Lunchtime Afternoon Early Evening Late Evening (9am - 12pm) (12pm - 2pm) (2pm - 5pm) (5pm - 7pm) (7pm - 9pm) Monday Tuesday Wednesday Thursday Friday Saturday Sunday Page 104 of 220 I have no specific preference ...... If the library you currently use most often was not available , or not open at times convenient to you :

Q9 Do you know where your nearest alternative local library is? Please select one of the following Yes ...... No......

Q10 Would you find it easy to access your nearest alternative local library? Please select one of the following Yes...... No ......

Q11 If the library you currently use most often was not available, or not open at times convenient to you, which other options would you consider in order to access library services in future? Please select all that apply I would use my nearest alternative local library...... I would visit Central library in the City Centre ...... I would ask family, friend or carer to borrow books on my behalf...... I would use the housebound service ...... I would use the online service ...... I would stop using libraries altogether ......

Q12 There are a number of libraries throughout the country operated by local groups and communities. Is that something you could see successfully operating in your community? Please select one of the following Yes...... No ......

Q13 The Library Service needs to reduce its spending by £415,000 by the end of March 2015 as part of the Council's £48 million budget reduction.

Do you have any further comments which you feel would help the Library Service to achieve this saving?

Page 105 of 220 About You

The following questions will help us to understand the views of different groups of people and make sure that we deliver all of our services fairly.

You do not have to answer these questions but if you do, the information you provide will be kept confidential. If there are any questions you do not want to answer, please leave them blank.

Q14 What is your gender? Please select one of the following Male...... Female ......

Q15 What is your age?

Q16 What is your full postcode?

Q17 Are your day-to-day activities limited because of a health problem or impairment which has lasted, or is expected to last at least 12 months? (Please include conditions such as mental health issues or problems related to ageing.) Please select one of the following Yes, limited a little...... No...... Yes, limited a lot ......

Q18 Which of the following best describes your ethnic background? Please select one of the following White British/English/Scottish/Northern Irish/Welsh...... Other White...... Black/Black British...... Asian/Asian British ...... Mixed/Multiple Ethnicities...... Other......

Q19 Hull City Council also runs the People's Panel, a group of over 3500 residents from across Hull who are surveyed four times a year (either online or by post) on a range of subjects. The results of these surveys influence decisions that are made about the City and it's future.

If you are not already a Panel member but would be interested in joining please give your details below.

Name

Address

Email / Phone

Thank you for taking the time to complete this questionnaire.

Your feedbackPage 106 is important of 220 to us.

Report to: Wards: West Area Committee – 15th October 2014 All North Carr Area Committee – 19th November 2014 Wyke Area Committee – 19th November 2014 Park Area Committee – 26th November 2014 Northern Area Committee – 27th November 2014 East Area Committee – 4th December 2014 Riverside Area Committee – 10th December 2014 Planning Committee - 21st October 2014 Cabinet - 15th December 2014

Protocols for s106 Planning Obligations and Community Infrastructure Levy

Report of the City Planning Manager

1. Purpose of the Report and Summary

1.1 This report details the Council’s requirements in relation to managing s106 planning obligations and the Community Infrastructure Levy (CIL). Protocols are put forward for each in managing financial contributions derived from certain forms of development, used toward providing or improving new public open space and play provision (or place shaping) infrastructure. S106 planning obligations protocol updates contributions sought from housing schemes. The CIL protocol explains the process for applicants/owners to make payments in line with the CIL regulations based on the Council’s ‘charging schedule’ (also on this agenda) once agreed through public examination, with an anticipated start date of 1st April 2015.

2. Recommendations

2.1 That the s106 planning obligations protocol and guide, as detailed in appendix 1, be agreed and contributions sought from future development proposals;

2.2 That the CIL protocol and guide, as detailed in appendix 2, be agreed and implemented once the draft charging schedule has been adopted; and

2.3 That any comments from Planning Committee or Area Committee’s be referred to Cabinet for their information and action.

3. Area Committee Impact

3.1 The Protocols, should they be agreed, will have some impact on Area Committee’s. Funds toward place shaping infrastructure will be available. Proposals also involve information sharing about particular open space/play space projects to ensure s106 requirements are being addressed. Page 107 of 220 1

4. Background

4.1 S106 planning obligations are sought mainly from housing development schemes in the city. This is derived from open space policies in the adopted Local Plan. Planning contributions are sought and used by Area Committees to make provision for new or improved public open space/play space facilities, plus recycle bins. A protocol is put forward which largely explains current practice.

4.2 Government has sought changes to s106 planning obligations for community infrastructure, through being able to place a levy on certain developments, without making those proposals unviable. A draft charging schedule is being progressed that will apply to future retail and housing proposals. A Community Infrastructure Levy Protocol is needed to explain to applicants what needs to be done and how the charge will operate in the city.

5. Issues for Consideration

5.1 In Hull s106 planning contributions from housing schemes are used to fund local open space and play space improvements. To date over £2m of planning obligations has been received resulting in numerous improvement schemes delivered via the Area Teams. However, the Government is looking to replace planning obligations involving generic tariffs with a Community Infrastructure Levy (CIL), in seeking community benefits, by limiting the collection of future s106’s. The s106 protocol therefore provides transitional arrangements prior to CIL being introduced but s106 agreements will continue in some form and outstanding payments will need recouping.

5.2 The Community Infrastructure Levy, once agreed, will place a charge on certain development proposals in the city, based on the net floor area. Funds received will be used toward local ‘place shaping’ infrastructure, as identified on a ‘schedule 123’ list. The concept is to provide greater transparency, in establishing a link between the impact of development and necessary infrastructure. Once agreed, the charging schedule will result in funds being received by the Council. As previously agreed by Cabinet (Minute 18, 24 June 2013) and Planning Committee (Minute 25, 18 June 2013), 75% of receipts will be for Cabinet to determine expenditure and 25% by Area Committee’s.

5.3 Respective protocols are provided in appendices (along with simplified guides for users) but highlights include:

S106 planning obligations

updated contributions totalling £1,400 per dwelling (previously £1,259, applied since 2007) surcharges being paid in default of anticipated payments being made (to align with CIL charges) closer working between Area Teams and Planning Services in establishing play space and open space improvements clarifying with those making payments what funds have been spent

Community Infrastructure Levy Page 108 of 220 2

Notices required in meeting the necessary steps to make payment in following the CIL regulations the focus of responsibility for payment being moved toward the land/property owner, rather than the City Council having to recoup payment defaults being chargeable clarifying the use of funds received in meeting identified infrastructure needs a small element of the charge received (5%) is able and will be used to cover management costs

6. Options and Risk Assessment

6.1 The options available (and any risk mitigation) include not agreeing the Protocols which would delay or prevent updated s106 contributions from being made or CIL being able to be levied. Such adverse consequences can be mitigated by limiting the extent of changes to the respective protocols.

7. Consultation

7.1 The s106 Protocol formalises the current approach to planning contributions that operates in the city. As such, the charges sought are an accepted form of community betterment. The CIL Protocol is governed by regulations so there is limited scope for consultation on the process, although the charging schedule and regulation 123 list have been subject to Area Committee endorsement, community engagement and in due course will be subject to scrutiny at a public examination.

8. Monitoring Officer Assurance Statement

8.1.1 The proposed protocols for s.106 planning obligations and the Community Infrastructure Levy are necessary for the management and recovery of financial contributions from developers to community infrastructure in the city. The protocols comply with the Community Infrastructure Levy Regulations and will guide the transition towards the adoption and implementation of the Community Infrastructure Levy Charging Schedule and beyond when s.106 planning obligations will be largely phased out. The recommendations at paragraph 2 of this report are supported.

9. Section 151 Officer Assurance Statement

9.1 The City Treasurer notes the Protocols for s106 Planning Obligations and Community Infrastructure Levy.

10. Comments of City Human Resources Manager

10.1 The City HR Manager notes this report. There are no HR implications.

11. Comments of Overview and Scrutiny

11.1 This report has not been subject to pre-decision scrutiny. (Ref. Sc 4237).

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12. Comments of the Portfolio Holder for Energy City

12.1 Portfolio holder comment to be added by Councillor Mancey after the Area committees have seen report.

13. Conclusions

13.1 Protocols are needed to explain the s106 planning obligation and Community Infrastructure Levy processes, including who does what and when. Proposals are put forward for agreement in terms of updated s106 planning obligation charges, surcharges and closer working with Area Teams in establishing necessary public open space and play space provision in meeting Local Plan policy requirements. The Community Infrastructure Levy Protocol helps explain the process set down under the CIL regulations including related formal Notices.

Alex Codd, City Planning Manager

Contact Officer: Keith Griffiths Telephone No.: 01482 612389

Officer Interests: None

Appendix 1 – S106 Planning Obligations Protocol and Guide

Appendix 2 – CIL Protocol and Guide

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Community Infrastructure Levy in Hull guide D. Before development begins the liable person should submit a Commencement Notice to the Council indicating a likely start date. Back to you to resolve. This leaflet provides details about the Community Infrastructure Levy (CIL for short) as it applies to E. A Demand Notice can then be issued by the Council setting out the payment terms. This Hull. This differs from the current use of planning obligations under s106 of the Town and Country completes what the Council does until payment is received. Planning Act. As from April 2015 a charge will be made for housing and retail planning consents based on the floor area of development. Funds received will be used to fund local open space and The Notices outlined above are available to view and/or print on-line or in Planning Services’ environmental projects but other infrastructure may also be funded. These proposed works have also reception. Further details about the process are outlined overleaf and in the Council’s CIL protocol. been agreed (in the form of a list of infrastructure gaps) so anyone making payments can readily see what their contributions will go toward. There are limited exemptions from CIL in making payment including if you are a Charitable Trust. There are penalties in the form of surcharges if you do not send the required notices or payment is CIL will work on the basis of a charge being applied to planning permissions based on the Council’s not made once the Demand Notice is served. There is a charge of 5% of the chargeable development charging schedule although in certain cases permitted development may also be liable. Funds based to cover fees in managing the process. on this charge will be payable to the Council when development commences. A ready reckoner is The surcharges applied by the Council (based on the regulations) including those circumstances provided which shows what this will mean to you. In calculating a contribution the rules around CIL involving: also mean that existing floorspace to be demolished can be taken into account in working out what is £50 on each liable person if the development has commenced and no Commencement chargeable. Notice has been received; Hull CIL ready reckoner £500 on each owner where the Council has to apportion liability between owners; Charge Net floor area Total charge Residential including dwellings, flats and apartments and student accommodation up to £2,500 or 20% of chargeable development (whichever is the greater) for failure to £18 per sq m 100 sq m £1,800 submit a notice of chargeable development or Commencement Notice; and 200 sq m £3,600 £200 or 5% of the chargeable amount (whichever is the greater) for late payments after Retail proposals within the city centre over 500 sq m 30 days and again after 6 months plus interest beginning the day payment was due at rate £10 per sq m 600 sq m £6,000 2.5% above BoE base rate. 10,000 sq m £100,000 Retail proposals outside of the city centre over 500 sq m Once funds are received the Council’s Area Teams procure the infrastructure projects that are £50 per sq m 600 sq m £30,000 specified. Area Teams can also commission a third party to do this. The Councils Cabinet Committee 2,000 sq m £100,000 will determine where most funds will be targeted. Area Teams will be required to submit details of 10, 000 sq m £500,000 projects to Planning Services prior to CIL funds being released, to enable effective monitoring of

projects. The City Council will publish the funds received and what this has been spent on, in an How it works annual report. This will include details of infrastructure projects where CIL funds have been pooled. Unlike the s106 planning obligations process the route to providing CIL is ‘front loaded’ and responsibility for payment rests with the owner or liable person. A strict process is set out in Relationship to s106 planning obligations regulations that has to be followed including the exchange of notices which bind the parties to S106 planning obligations differ from CIL tariffs because they deal with mitigations in making working out who, what and when payment needs to be made. The basis staged process involves the development acceptable, whereas CIL supports direct payment of identified infrastructure gaps. S106 following: agreements can only be used in securing proposals that would not otherwise happen without works to mitigate the impact of development and they must relate to the development proposed. A. Planning advice should be sought to see if the proposal would result in chargeable development Useful contacts or if development could be mitigated through s106 planning obligations. So you do this bit. Useful contacts include the following services available via 300300: B. Application for planning permission is submitted including details of net floor area. An Development Management – to discuss particular aspects of proposals or how the net Assumption of Liability Notice may have to be submitted as part of the planning application. floorspace has been calculated You do this bit. Planning Obligations Officer – to discuss aspects of CIL or s106 C. When eligible development is approved a Liability Notice is issued along with the DecisionPage 111 of 220 Area Teams – to discuss aspects of open space or play space infrastructure Notice. The Council does this.

CIL simplified flow chart

Gross Internal Floor area This explains who is liable to Council checks details of

calculated minus any pay and what payment should Liability Notice, any surcharges

demolished permitted floor be or charges for inflation

area

Planning application validated and Liability Notice received by the Council confirms receipt chargeable development calculated owner/applicant

Development about to commence Commencement Notice received by the Council confirms receipt of Council Commencement Notice

City regeneration and sustainability Final payment calculated based on details Council calculates final objectives achieved from Liability Notice plus any surcharges payment

Area enhanced by necessary Demand Notice issued by the Council to CIL payment received and infrastructure that enhances city’s the owner pooled as necessary and/or growth prospects targeted

Infrastructure including open space or Project delivery – Area Team keeps Area Team procures projects play provision completed Planning Services informed about as specified in the 123 delivery schedule

CIL funding targeted to Projects aligned to Regulation Cabinet Committee to decide support wider aspirations 123 list already agreed as 75% and Area Committees infrastructure gaps 25% use of CIL received

Page 112 of 220 Guide to S106 Planning Obligations in Hull The Area Teams are best placed to determine how this fund should be spent. They know local deficiencies including poor Introduction standards of provision that need improvement, such as old play equipment that needs renewing. Local people can help the Area This leaflet provides details about application of s106 Planning Team decide what s106 planning obligation funding should be Obligations applied to development proposals in Hull. S106 of spent on, provided this relates to open space and play provision the Town and Country Planning Act applies to development (in addressing Local Plan policy) and there is available funding proposals where some form of mitigation is necessary or where derived from nearby planning approvals where s106 has been the impact of development can be made acceptable, that would collected. otherwise be refused planning permission. In future, funds from the Community Infrastructure Levy will be A legal agreement forms part of the planning permission which able to be used where there are local open space/play space confirms the works or other measures that will be provided by shortcomings, regardless of where development occurs, but the land/property owner. Often, the owner can offer funds to schemes need to be identified prior to funds being released, and make good the impact of development. S106 legal agreements ideally, the priorities determined. also run with the land so if ownerships change then liabilities also transfer. How planning obligation funding is used

A planning obligation can only be taken into account when The process for agreeing the planning contribution is fairly determining a planning application for a development, or any straightforward. If relevant, the case officer will advise about the part of a development, if the obligation meets all of the need for s106 contributions for housing schemes. Once signed, following tests, in so far as being: the s106 legal agreement forms an important part of the planning permission. necessary to make the development acceptable in planning terms Payment requirements and triggers for payment are set out in directly related to the development; and the legal agreement. Payment should normally occur on fairly and reasonably related in scale and kind to the dwelling occupation or phasing triggers having been reached. development. The person who signed the agreement (the land or property owner) has to make payment as required. On default, the In Hull, the Local Plan (adopted 2000) sets out open space and Council will seek to recoup the funds but surcharges can also be play space policies. Their main focus is to protect existing open applied. Legal action can also occur should payment not be spaces especially of recreational, amenity or nature forthcoming. conservation value. In circumstances where an overriding need for development on existing open space can be established, Once funds are received (and combined with other s106 funding s106 is used to secure replacement provision. Publicly available or other funding) the Council’s Area Teams will procure open urban greenspace is also required as part of new housing space/play space projects, or they can commission a third party proposals. To this end, the Council can require a financial to do this. Area Teams submit details of projects to Planning contribution equating to the value of open space/play facilities. Services but once agreed by Area Committee, s106 funds are transferred. Delivery of projects is monitored by the Area Team Planning obligations sought in Hull and Planning Services kept informed of progress. An Annual Report prepared by Planning Services provides details of s106 The current and recently adjusted s106 planning contributions funds received and what has been spent or allocated through applicable for housing projects are related to the number of the Area Teams. dwellings proposed and child bed spaces. Additional contributions are also sought for recycling bins. Current planning More detail about the process is outlined in table 1 overleaf and contributions are: provided in the Council’s S106 Planning Obligations protocol.

£1,088 for public open space per dwelling Useful contacts £279 per child bed space (normally, one bedroom less than total number of bedrooms provided) Useful contacts include the following services available via £38 for 2 recycle bins (blue and brown) per dwelling 300300:

Funds sought in this way are used toward new or improved Development Management – to discuss particular provision provided these are within the locality relating to the aspects of proposals and whether development will be development being granted planning permission, or unless subject to s106 otherwise negotiated as part of the development. This is Planning Obligations Officer – to discuss aspects of different from proposed Community Infrastructure Levy s106 or the relationship to Community Infrastructure proposals designed to fund specific infrastructure gaps, derivedPage 113 of 220 Levy from a charging schedule applied to housing and retail projects Area Teams – to discuss aspects of open space or play in Hull space infrastructure or local requirement S106 simplified flow chart

Housing related S106 planning obligation S106 planning agreement application received contribution calculated drafted including triggers for payment

Triggers about to be Development commences S106 legal agreement met (owners notify (owners to notify Council) signed Council)

Triggers met and Payment made (or sought On default site visit by payment due from Council) Council needed to confirm triggers being met

Payment received Payment sought from Council New payment calculated including RPI increases

Default if no payment Legal Services instructed to Payment instalments can be is made within 1 recoup outstanding payments agreed if backed with month of letter date evidence from owner

Area Team advises Funds transferred to s106 pot Payment received and local open space/play confirmed deficiency and agrees project brief/specification

Planning Services Planning Services advises Area Committee endorses informed of need for about nature of improvement local open space/play space improvement in meeting s106 requirements project

Funds used to Funds transferred to Area Area Team submit minute procure services Team budget to Planning/Finance through Parks Services or third party

Area Team monitors Area Team informs Planning Planning Services writes to progress and quality Services of progress and/or owner who has made s106 outputs in line with project completion (quarter payment confirming project project specification year basis) has been delivered

Review value of Annual report drafted and Planning Services advises improvements made made publicly available Planning Committee about as trade-off from improvements made from developments s106 granted planning permission – lessons learned

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Draft S106 Planning Obligations protocol, September 2014

1. Introduction

1.1 This protocol provides guidance concerning the management of S106 planning obligations. It describes the process and who does what to aid wider understanding. It also provides a guide for applicants for planning permission. Guidance is also given for Area Committees.

A. Context

1.2 Planning obligations under Section 106 of the Town and Country Planning Act 1990 (as amended), commonly known as S106 agreements, is a mechanism that makes a development proposal acceptable in planning terms, that would not otherwise be acceptable. They can focus on site specific mitigation arising from the impact of development. S106 agreements are often referred to as 'developer contributions' along with highway contributions and the Community Infrastructure Levy.

1.3 The common use of planning obligations in Hull is to make provision for off-site publicly accessible open space and children’s play provision/improvements and recycling bins but other forms include:

restricting the development or use of the land in any specified way; requiring specified operations or activities to be carried out in, on, under or over the land; requiring the land to be used in any specified way; or requiring a sum or sums to be paid to the authority on a specified date or dates, or periodically.

1.4 Publicly accessible urban greenspace is defined as areas such as public parks or amenity areas that are open to the public to use and are maintained for such purpose, but excluding private gardens or highway verges. Children’s play space involves play equipment that in combination make up a neighbourhood equipped (minimum 1,000 sq m activity zone) or local equipped play area (minimum 400 sq m activity zone) with provision to be made depending on the scale of residential development proposed along with other casual or informal amenity areas, that are maintained for such purpose.

1.5 A planning obligation can be subject to conditions, it can specify restrictions definitely or indefinitely, and in terms of payments the timing of these can be specified in the obligation. If the s106 is not complied with, it is enforceable against the person that entered into the obligation and any subsequent owner. The s106 can be enforced by injunction. In case of a breach of the obligation the authority can take direct action and recover expenses.

1.6 The planning obligation is a formal document, a deed, which states that it is an obligation for planning purposes, identifies the relevant land, the person entering the obligation and their interest and the relevant local authority that would enforce the obligation. The obligation can be a unitary obligation or multi-party agreement. The obligation can also become a land charge.

1.7 The legal tests for applying the S106 are that it should be:

necessary to make the development acceptable in planning terms;

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directly related to the development; and fairly and reasonably related in scale and kind to the development.

1.8 As well as the legal tests, the policy tests are contained in the National Planning Policy Framework (NPPF):

‘’203. Local planning authorities should consider whether otherwise unacceptable development could be made acceptable through the use of conditions or planning obligations. Planning obligations should only be used where it is not possible to address unacceptable impacts through a planning condition.’’

1.9 The current Coalition Government viewed S106 as providing only partial and variable response to capturing funding contributions for infrastructure. As such, provision for the Community Infrastructure Levy (CIL) is now in place in the 2008 Planning Act. The Community Infrastructure Levy (CIL) is a new levy that local authorities can choose to charge on new developments in their area. The money can be used to support development by funding infrastructure that the council, local community and neighbourhoods want.

1.10 In terms of developer contributions, the Community Infrastructure Levy (CIL) has not replaced Section 106 agreements, but the introduction of CIL resulted in a tightening up of the s106 tests. S106 agreements, in terms of developer contributions, should be focused on addressing site specific mitigation required by a new development. CIL has been developed to address the broader impacts of development. There should be no circumstances where a developer is paying CIL and s106 for the same infrastructure in relation to the same development. The balance between the use of s106 and CIL will be different depending on the nature of the area and the type of development being undertaken. Further guidance on the balance between S106 and CIL will be set out in the CIL Protocol currently being prepared.

1.11 The CIL regulations have been amended and the Government recently announced provisions for limiting the pooling of s106 planning contributions. When the levy is introduced (and nationally from April 2015), the regulations restrict the use of pooled contributions towards items that may be funded via the levy. At that point, no more may be collected in respect of a specific infrastructure project or a type of infrastructure through a s106 agreement, if five or more obligations for that project or type of infrastructure have already been entered into since 6 April 2010, and it is a type of infrastructure that is capable of being funded by the levy. The Council has agreed numerous s106 planning agreements since 6 April 2010 so there will be no opportunity to pool funds beyond 1 April 2015, unless via CIL. Where a s106 agreement makes provision for a number of staged payments as part of a planning obligation, these payments will collectively count as a single obligation in relation to the pooling restriction.

B. Planning Obligation process

1.12 The s106 Planning obligation process and responsibilities are set out in brief in table 1 below. This clarifies who does what and when. Notice of the costs should be appended to the Council decision notice should s106 be applied.

1.13 When a Planning Obligation Contribution (s106 Agreement) is required to address open space deficiencies, the Development Control case officer will consult the relevant Area Team Co- ordinators, consult with the Parks Services section and the Local Plans Team, amongst others. This gives the opportunity for views to be expressed about local open space deficits, on the type of facilities that may be required and the site where they should be provided. If it is

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necessary to incorporate such information into the s106 agreement, then the results of these consultations will be used to do so.

1.14 In most cases where agreements do not contain reference to a specific site or specific works, there will instead be a general undertaking by the developer/owner to pay the council a specified sum of money to be used for the provision of recreational facilities or improvements to existing facilities in the locality of the site.

1.15 Contributions sought since 2008 equate to the Local Plan (May 2000) policy requirements for open space, play provision and recycle bins are as follows:

£985 per dwelling toward open space provision or improvement £244 per child bed space to be used toward play space provision or improvement of existing £30 per dwelling toward recycle bins

1.16 On occasion other forms of s106 planning obligation can be applied to development proposals. All waste funds procured through the planning obligations process are transferred to Waste Management Services.

1.17 The figures provided above are based on more detailed estimates of provision, as follows:

£16.40 per sq m towards public open space £81.33 per sq m towards children’s play space provision

1.18 The base date for these figures is April 2008 but adjusted to current RPI rates (June 2014) the new figures are:

£18.13 per sq m toward public open space £89.91 per sq m toward play space provision £38 for recycle bins

1.19 Therefore the new planning contributions sought that are applicable for new projects are:

£1,088 for public open space per dwelling £279 per child bed space £38 for 2 recycle bins (blue and brown) per dwelling

1.20 Costs of maintenance also need addressing. If new provision, then the burden of cost for maintenance should fall to the provider of facilities. Refurbishment of existing facilities will not normally lead to maintenance requirements as the City Council has already taken responsibility for this. Normally, an extra 25% of project cost will be added to capital expenditure to cover a 10 year maintenance period. These should be negotiated between the applicant (or scheme promoter) and the Council’s Parks and Leisure Services department, in combination with the Planning case Officer. Beyond this timeframe the provider can make a request for Council adoption of the project. This requirement could also form part of future s106 legal agreements (in securing commuted payments) on request from Parks and Leisure Services.

1.21 When Planning Committee determine an application for planning permission which includes a recommendation that a s106 Agreement be entered into and decides that permission should

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be granted, the permission will not be issued until the s106 agreement has been signed. Any conditions contained within the agreement, which may include details of the site and works, will become legally binding once the agreement has been signed. Details contained within the agreement cannot subsequently be changed unless the consent of the owner is obtained together with further approval by Planning Committee, although the City Planning Manager also has scope to vary in specified circumstances. If a dispute arises over the interpretation of an agreement, Planning Committee will need to determine necessary action.

Table 1 – S106 Process Stage Action Who does what? Timescale 1. Permission Applicant discusses Council in discussion Normally within 8 sought and with Council officers with applicants weeks of application decision need for S106 submission Planning permission Decision notice issued approved subject to to applicant S106 S106 to be confirmed Applicant, owner and Within 4 weeks of and signed by all Council to sign Planning Committee parties. Planning agreement decision* permission issued and registered on local land register Applicant to issue Applicant to submit to 14 days prior to notice of Planning Services development commencement of commencement being development anticipated* Applicant to issue Applicant to submit to 14 days prior to notice that triggers Planning Services triggers outlined in the outlined in the S106 S106 being are to be met anticipated* 2. Confirmation Payment letter from Council sends letter to Payment needed of s106 the Council once owner of land within 1 month of triggers development has requesting funds and letter date or commenced or other owner responds instalments agreed triggers met accordingly (usually if large scale projects)* Payment received from Payment received by Within 4 weeks of owner or instalments the Council and receipt Council agreed acknowledgement confirms receipt of letter sent funds or instalments (on request) 3. Legal support A. If payment is not Planning Services Action taken to pursue received then Council instructs Legal Service land owner or issue a legal services team is Team to action land charge involved recovery of funds (confirming that S106 arising from non- cost applies to payment land/property so this will appear if land/property is sold). May also involve court action*

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B. Should ownership Planning Services or Depends on land transfer then this is legal services (on transfer and capacity confirmed by legal instruction) requests to deal with this. services payment from new Council has 12 years to owners recover S106. May also involve court action* 4. S106 project Payment confirmed by Liaison between Ideally, within 2 weeks delivery finance into s106 pot Planning Services, of receipt of funds Legal and Finance to confirm payment Planning informs Area Planning to confirm Quarter year (at least) Teams of available with Area Teams basis funds Area Team Area Team to confirm devise/procure project meets s106 projects for agreement new/improved open requirements with space/play provision Planning Services, in writing, including details of works to be undertaken and estimated costs including fees Area Committee Area Team to submit Ideally, within 2 weeks agrees project and minute to Planning of decision expenditure on project Services and Finance Finance transfers fund Finance to transfer to to Area Team fund identified cost centre and s106 Area Tables are updated by Planning Services Area Team procures Project has to be project which is implemented within implemented the limits specified in the s106 agreement Area Team to monitor Area Team to advise Ideally, within 2 weeks progress and/or seek Planning Services of of project completion re-allocation if needed progress including (that may require Area project completion Committee approval) date Planning Services Letter from Planning confirms with owner Service confirms that works have been expenditure has undertaken and are occurred and S106 is completed discharged *surcharges may apply (see below)

1.22 Retail Price Index (RPI) costs are also added to the planning obligation requirement figure for open space, play provision and recycle bins or other works expressed in the s106. This covers cost increases including for materials and inflation. The figure for calculating the RPI cost is taken as the difference between the date of signing the s106 agreement contract to the date

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when payment is due, usually when development has commenced or when triggers set out in the legal agreement have been met. Costs can also be minimised if payment is made quickly. Additional costs can occur if payment is not made on time, as RPI will also be charged up to the date of case review, which can sometimes be years after development has been completed or if ownership has changed. RPI is also charged on outstanding balances should payment instalments be agreed.

1.23 It is the responsibility of the land owner to ensure payment of s106 occurs on time and in accordance with the legal agreement. Surcharges can be applied to late payment of s106 or non-compliance, to be paid to Planning Services directly. These charges are expected to cover costs of reviewing unpaid planning contributions including officer time, site visits, research on ownership, confirming commencement dates or triggers, review of planning consents covering the land or property where s106 is due, or in assisting legal services in taking necessary court action to resolve unpaid contributions or evidence needed for court hearings.

1.24 Surcharges to be applied, also in bringing these into line with the Community Infrastructure Levy proposals, are as follows:

o £200 should the applicant not inform Planning Services within 14 working days of an anticipated development start date or if the triggers identified in the s106 have been met; and

o £200 following expiry of the due payment date or instalment payment dates not being complied with (providing the triggers outlined in the s106 agreement have been implemented).

1.25 These surcharges cannot be applied retrospectively to existing s106 agreements. All the above costs will be added to the local land charge as appropriate should non-payment occur.

1.26 The Council can also issue letters confirming discharge of s106’s. There is a charge of £50 - £250 to cover costs of this, payable prior to a letter being issued, depending on the scale of the planning application or extent of the detail involved in the s106. This may be useful in confirming the discharge of planning obligations particularly in selling on property or land. Fees are calculated on the basis of working days involved in checking details based on half day (£50) to up to 2 days (£250).

1.27 The above charges will be retained by Planning Services to offset costs, be reviewed annually and updated as needed. Surcharges made will also be monitored and reported to Planning Committee.

1.28 Every effort is made to recoup planning contributions as quickly as possible. Legal proceedings (through the courts if necessary) can be used to compel owners to make payments should there be an unwillingness to do so. This can be expensive and the process can be protracted. The Council is also able to recoup funds as a land charge should there be a change in ownership of land or property. Successors in title can therefore be liable for s106 should this not be paid by the original owner of land or property the subject of a planning contribution agreement. However, there may be circumstances where ownerships fragment to an extent that it becomes impractical to enforce, such as land ownership changing to numerous individual householders or where the costs of court action (combined with officer time) far exceeds the amount outstanding.

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1.29 In providing a steer for officers in progressing future s106’s it is suggested that the following cases no longer be pursued in circumstances where ownership has transferred from the original land owner/developer or house builder:

ownership has fragmented by more than around 10 new units or by more than 3 consecutive occasions for individual land parcels; that the costs of recouping the outstanding s106 payment (through court action and officer time) exceed the potential cost benefit of open space and/or play provision by a ratio of around 2:1; and in circumstances where there is limited prospect of s106 being paid, should this be indicated by local economic/social background of residents who become liable for any outstanding planning contribution.

1.30 It may also seem unfair for the Council to recoup in this way but land searches (undertaken on sale transactions) should make new owners aware of this. Taking this approach may not be popular with those people who inherit the s106 liability but it may enable price negotiation. However, from practical experience, it is often the case that new owners are either unaware of a respective land charge or they choose to ignore it. In terms of a way forward it is reasonable to consider progressing cases where there is a good prospect of the planning contributions being repaid and from the original signatory to the s106 agreement. To become more cost effective the Planning Service (and allied legal and finance services) should focus its efforts accordingly.

1.31 Sometimes, ownership transfers without the s106 planning obligation being discharged. This has occurred where land owners have become insolvent. New prospective owners should be aware of these liabilities should a local land search be carried out because liabilities are concurrent with the land. The Council will recoup these liabilities wherever possible even if the prospective new owner is not aware of these at the time of purchase or if the ownership has fragmented from one to numerous ownerships.

1.32 In circumstances where ownership has changed and s106 liabilities have not been discharged the Council will take the appropriate action, including legal proceedings through the courts if necessary. As a local land charge is registered any subsequent purchaser might want to raise this in negotiations about property price. However, it is unlikely that the Council would receive any S106 funds that remain outstanding unless brought to the attention of the new occupiers through a local search, with payment being volunteered or via a subsequent letter from Planning Services requesting payment. The Council has 12 years to seek payment through court action if necessary, from the due payment date, as the debt effectively changes with transfer of ownership.

1.33 The Council’s Legal Services Team is responsible for debt recovery and the discharge of these liabilities after the demand notice is issued by Planning Services. This also involves confirmation of receipts and notification of payment to Planning Services and Finance.

C. Guidance for applicants and land owners

1.34 The Local Plan (adopted May 2000) provides planning guidance for the development of different parts of the city and forms the basis for negotiating planning contributions. This is expected to be replaced in time. The main form of planning obligation in Hull relates to the application of Local Plan open space standards and requires off-site improvement but within the vicinity of the development (usually taken as being within 1,000 metres) should on-site

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provision not be physically feasible, usually sought through a s106 Planning Obligation. There are a significant number of successful projects across the city where this has occurred or were other funds have been used in combination with s106 planning obligations.

1.35 In Hull, the use of obligations has largely been used in addressing local open space/children’s play deficits linked to residential schemes or in terms of waste recycling facilities. Contributions sought include addressing Local Plan Policy NE6 in requiring publicly accessible urban greenspace (either on –site or nearby), set at 60 sq m per dwelling and 3 sq m play space provision per child bed space. There have been other cases where S106 contributions have sought to address other deficiencies to development, such as highway improvements.

1.36 In certain circumstances where it is not possible to provide publicly accessible open space on- site, a sum of monies equivalent to the NE6 policy standards is applied to the development proposals to be used for off-site provision or improvements to existing open space that is close to the proposed development site. This money is required to provide publicly accessible urban greenspace to offset the loss resulting from development. The current standards equate to £1,088 per dwelling for publicly accessible open space and £279 per child bed space for play equipped areas. A cost for recycle bin contributions equates to £33 per dwelling.

1.37 These requirements are included as part of the s106 Planning Obligation agreement between the Council and the land owner. As s106 planning obligations are taken into account as part of development feasibility owners should be aware of their obligations on signing agreements. Retail Price Index adjustments are also referred to in the agreement. Calculations for RPI is taken from the date of the s106 planning obligation being signed (the effective date of planning permission) and when any trigger set out in the agreement (usually on date of commencement of development) has occurred although it is extended to include non- payment periods. This adjustment takes into account changes in the value of development and costs over time. Dwellings are also defined as being within Class C3 of the Use Classes Order, 1987 but the requirements also relate to new build flats, apartments and student accommodation where new build floor space is created.

1.38 Full payment of s106 planning obligation funding on commencement of development is the Council’s preferred route. If large scale development proposals (over 20 dwellings) then phased payments will be included as part of the legal agreement, based on development feasibility and the speed at which returns can be made. Agreement on phased payments should be reached as part of negotiations on planning applications prior to recommendations being made by the case officer. Normally, phased payments should be made on the basis of 25%, 50% and then 100% occupancy. RPI is charged on outstanding balances. On occasion, the Council has authority to amend phased payments but this would require a variation to the original agreement.

1.39 There may also be circumstances were owners get into difficulties in making payments such as through financial hardship or potential insolvency. In such circumstances a written request for delayed payment or payment by instalments should be made to the Council but good evidence supplied by the applicant/owner is required to support this request. This could be in the form of a company records check although the Council can make these checks for you for a nominal fee. You could also consider requesting an Experian Report to confirm credit rating. An Experian Report gives details about current liabilities, defaults etc.

1.40 The Council will review each case should payment difficulties be encountered. There are a potential number of options open to ensure payment occurs but agreement is required in the

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form of pro-forma (attached in appendix 1) to confirm arrangements and on recognition that RPI will be charged on any outstanding balances. The Council can offer:

payment deferral but only by up to 6 months in most cases; instalments, subject to agreement about repayments, but these will normally be on a monthly basis and these must be made through a standing order or direct debit payment, to be confirmed on the pro-forma; or extending the period for repayment by up to 2 years in the most extreme circumstances.

1.41 The Councils BACS details are as follows:

Bank Nat West Sort Code 56-00-06 A/c No 03889149 A/c Name Kingston upon Hull City Council Main Income Account

1.42 Any default on agreed postponement or instalments will result in the Council seeking payment of the outstanding balance in full and/or issue proceedings to seek payment or to at least secure the Council’s position as a creditor of the Company/persons liable. A County Court Judgement (CCJ) can be sought by way of a charge registered against the property. This is enforceable through instructions to a Bailiff to seize goods to the value of the debt.

1.43 Failure to make S106 contributions in accordance with the prescribed legal agreement would entail a breach of contract. As such the Council will make a charge on the land equivalent to the outstanding S106 payment to which funding has been allocated in addition to any Council surcharges. This means that any potential future purchasers of land or property will be notified of these outstanding charges payable to the Council.

1.44 Early payment of S106 contributions will enable speedy and efficient use of public resources in allocating funds to local open/play space projects via Area Committees. The owner of the land/property can also claim a refund should allocated funds not be spent within the timescales set out in the agreement. Also, the Council is statutorily barred from seeking payment through taking action in the courts if no claim is made for S106 funding within 12 years from the due date of payment of the s106.

1.45 The owner of the land/property is normally liable for s106 when eligible development occurs. If s106 has not been paid to the Council then liability can be transferred to the new land/property owner. A local search carried out by a competent person should assist whether S106 funds remain outstanding.

1.46 On transfer of liability of s106 the Council will seek payment provided ownership can be confirmed within a reasonable timescale, normally within 6 months. It is the responsibility of the new owner (via a new clause in the s106 legal agreement) to inform the Council about an ownership change should an outstanding charge be revealed in a local search. The resource required to track current ownership and the extent of liability needs to be considered in determining whether action is appropriate to recover the charge. In cases where ownership (and liability) has transferred instalments may be offered (or one-off payments close to the outstanding debt) but this would require written confirmation and agreement of monthly payments via a standing order. Any default in these terms would mean payment being

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required in full and action through the courts if necessary. RPI is also charged on outstanding balances.

1.47 Repayment of s106 funding will occur (including any accrued interest) should the owner make a claim to the Council in line with the requirements set out in the legal agreement. Repayment periods are usually set at either 5 or 10 years taken from the date payment is made or on the date of final instalment should these be agreed. Although commitment towards expenditure is taken from the day of the Area Committee minute (that may well involve pooling of funds from numerous planning consents) projects need to be implemented having regard to these time frames. It should also be noted that as from 1 April 2015, the Government has restricted the pooling of s106 (looking back to 6 April 2010, taken from the date the s106 agreement was signed) that can be used toward one project or a particular form of infrastructure, as future provision should be sought through the provisions of the levy.

1.48 For any disputes over s106 Planning Committee are final arbiters although the City Planning Manager has delegated authority to accept or refuse offers of not less than 50% of the total value where supported by financial details.

D. Area Committee guidance

1.49 Area Committees have delegated authority to implement new or improvements to local open space and play space arising from s106 funding. Expenditure has to be related to the development to which the s106 has been applied and works must therefore be carried out in accordance with the requirements set out in the s106 Legal Agreement. Usually, this means that new or improvements to existing open space/play provision must be made in the vicinity of the development to which the s106 relates and within the timescales specified (normally either 5 or 10 years, taken from the day funds are received or last instalment made). Sometimes there is merit in pooling these contributions to pay for a much larger project (provided this does not exceed 5 such schemes to fund 1 project), as the Government are about to introduce limitations as from April 2015.

1.50 In certain cases the case officer dealing with the planning application can agree on-site or off- site improvements to open space/play provision, to be endorsed by Planning Committee. Works to off-site provision can be specified in the s106 and should be provided via Area Committee project procurement and management. Area Team Co-ordinators should seek out the advice of the case officer in Development Management or the Planning Obligations Officer (Planning Services) where projects are put forward to address such requirements, prior to Area Committee endorsement of projects.

1.51 Area Team Officers are advised to clarify the nature of any projects sought in meeting the requirements specified in the legal agreement. Appendix 2 provides the range of details to be supplied to Planning Services. Proposals to be implemented by Area Committees through use of s106 that do not accord with the s106 Legal Agreement, and that are not deemed acceptable, will be referred to Planning Committee for further consideration and action.

1.52 In general terms the use of s106 funds to be used by Area Committee’s, to address publicly accessible open space and play space (under the general provisions as set out in paragraph 1.4 above) standards in the Local Plan, should amount to the following:

capital funded works for new, or remodelling of existing open space of benefit to local people, including play facilities, fencing or railings to enclose public open space, seating

10 Page 126 of 220

and bins, outdoor lighting, sports pitches, multi-use games areas or courts or gym equipment, where the intention is for these facilities to be made available for public use and provision is made within the public realm or public open space; and

new provision or improvements should be accessible to local people and normally be within the vicinity of the development i.e. within a maximum of 1,000 metres of the development the subject of the s106, measured from the centre of the development site to the centre of the proposed area for new or improved facilities.

1.53 Ideally, any improvement to publicly accessible open space sought should address identifiable deficits taking account of what there is nearby or the character of the current or planned nature of occupiers. New or improved provision should also be accessible to local people. Should play-equipped areas be proposed in meeting the obligation, then provision should be accessible to local children without them having to cross any major road or other physical barrier.

1.54 Normally, s106 funds should not be used as part of the costs of project procurement including professional fees, usually 10-15% of the value of any project. Funds for these works should come from the Community Initiatives Budget, unless otherwise specified in the s106 legal agreement.

1.55 The following are not normally regarded as being able to be funded through s106 (unless otherwise agreed as part of a commuted sum, detailed in paragraph 1.19 above) in addressing local open space deficiencies, including:

maintenance costs such as for grass cutting (including along highway verges) or other form of cutting back, litter picking or drain clearing;

highway or footpath work including repairs not associated with the open space improvement or other street scene equipment.

1.56 Area Committee’s decide where s106 money should be spent. This must be in accordance with statutory provisions and with the requirements of the supplementary planning guidance which deals with open space provision in new housing development. Discussion should be had with Planning, Parks and Area Coordinators to help determine the most appropriate projects and ensure that s106 requirements are addressed. This process also gives the opportunity for Area Committee to consider combining funds from different agreements (or provision across Ward or Area Committee boundaries) to achieve more effective spending on projects in addressing local deficits, although scope for pooling of s106 is to be curtailed by the introduction of CIL regulations.

1.57 Maintenance costs should be borne in mind when procuring open space or children’s play space. Commuted payments can be sought for new provision.

1.58 From time to time Area Teams are informed about available funds to spend on open space related projects arising from the implementation of planning permission or the triggers outlined in the s106 being achieved. Notification of available funds is derived from reconciliation of funds with finance which takes place on a quarterly basis. S106 Area Monitoring Forms are supplied (usually on a quarter year basis) to Area Teams that explain, in three simple tables:

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funds received by the Council, derived from the s106’s triggers (requested on commencement of development or more usually on some later date if a large scale proposal);

funds allocated to projects by Area Committee decision that conform with the S106 requirements; and

planning application approvals where s106 is anticipated but funds have not yet been triggered or require further investigation in checking delivery.

1.59 Received funds and funds allocated to projects should not be taken cumulatively in estimating expenditure. ‘Received funds’ amounts are transferred to ‘funds allocated’ once Area Committee confirms projects are to be implemented, by reference to a Minute. Area Teams should inform Planning Services of progress in relation to project implementation to ensure the tables are kept up-to-date.

1.60 The process for transferring s106 funds for project delivery is as follows:

1. S106 triggers met on – site. 2. Funds requested from owner or phased payments (if any) agreed. 3. Payment made to the Council to general s106 funding pot. 4. Area Team devise project specification including potential maintenance costs and project lead identified. 5. Area Team agree open space/children’s play space projects (via draft Area Committee report) with Planning in confirming s106 legal agreement specifics being addressed along with confirming available funding. 6. Area Committee decide provision with minute submitted to Planning/Finance. 7. Funds transferred on application to Area Teams to specific cost centres by finance. 8. Project delivered. 9. Project monitored by Area Team project lead in confirming specifications are met. 10. Project lead requests adoption by the Council, if required, to Parks Services. 11. Area Teams confirm with Planning that project has been delivered in accordance with specification or advises action being taken to resolve issues. 12. Planning Services writes to owner stating use of s106 and confirmation that requirements set out in the s106 agreement, have been discharged

1.61 Projects to be delivered through a third party should be carried out using the Council’s procurement process. This will ensure due diligence and value for money. Liabilities should also be made clear on default of services. Details of projects including cost estimates should be provided to Planning Services as part of the procurement process and preferably at an early stage of project development when specifications are being drafted. Doing so could minimise timescales and speedy confirmation of projects in meeting s106 planning obligation requirements.

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Appendix 1 – Template for instalments should difficulties for payment be encountered and justified

S106 Planning Obligations - Repayment agreement

This agreement relates to (insert address accordingly) and covers terms relating to the repayment of outstanding planning obligations totalling £ . I agree to the following terms (indicate/delete as necessary):

payment deferral but only by up to 6 months between (insert dates accordingly); monthly instalments through a standing order or direct debit payment of £ (insert amount) from Bank (supply details); and/or extending the period for repayment by up to 2 years.

The justification for this is that:

(Please provide a brief description below and submit details including company records check or Experian report or accounts in explaining why the Council should defer or agree to instalments)

I understand that outstanding balances will be charged Retail Price Index changes and final settlement figure will include this calculation.

I agree to make these payments by standing order or direct debit to the Council’s Bank (details below) and confirm first payment to be made by (insert date) and subsequent dates (insert dates).

I agree to these terms and confirm ownership of the land/property in question and await the Council’s confirmation usually within 1 month of submission of this agreement.

I also understand that on default these terms will be waivered and I will be liable for the outstanding balance in full and final settlement.

Land owner or person liable to make payment (print name and address and sign accordingly)

Date (insert date)

Council bank details: Bank Nat West Sort Code 56-00-06 A/c No 03889149 A/c Name Kingston upon Hull City Council Main Income Account

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Appendix 2 – Pro-forma for project funding from s106

This pro-forma is to facilitate Area Committee’s (or others acting on their behalf) submitting requests for s106 funding and to enable Planning Services confirmation that proposed expenditure complies with the terms of the s106 planning agreements and with the criteria set out above.

Application number: Site/ development: Development contributions requested: Conformity with criteria set out in the agreed protocol: Compliance with local and national planning policy and guidance Robust evidence to support request; Evidence of existing and additional demands and the extent to which existing infrastructure can meet those demands Estimated costs for the scheme and timing for delivery of the scheme The reasonable assessment of alternative funding mechanisms available

PART A: Infrastructure Provider/Service/Body making the bid: Project Lead Officer/Person: Project Title: Project Summary: (no more than 150 words) Who will the project be delivered by? If your organisation/body is not the body with statutory responsibility for the works proposed have you sought agreement from the relevant statutory body? What are the problems that are being solved or addressed? What are the consequences of not carrying out the project? Briefly describe how the scheme will help support the ongoing development of the city, taking account of where development has or is proposed to take place: it may help to set out linkages to the Infrastructure Delivery Plan and what other funding sources have been identified/explored. What is the likelihood of funding from other sources within next 5/10 years? Is the scheme likely to be directly linked to and necessary as a result of foreseeable development and therefore a separate s106 contribution may be justified?

PART B: Please provide an outline of the implementation timetable, including responsibility for on-going maintenance costs key milestones a. If scheme to be undertaken in next financial year set out the outline Q1 – Q4 project plan b. If it’s necessary to undertake project development work to address technical issues and establish costings then it may be appropriate to seek project development funds through a two-stage bid with funds allocated over more than one year

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stage 1: feasibility/evaluation stage 2: implementation

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Briefing Note West Area Committee – 15th October 2014

Birdseye

Briefing Note of the City Regeneration and Policy Manager

The former Birds Eye site has been on the market since 2006 following the closure of the food processing operation. The owners have, through two planning applications, sought to obtain planning permission for two residential based schemes, which the Planning Committee have refused on both occasions.

The first application, received in December 2009, for a residential development was rejected by Planning Committee on the basis that it could;

Impinge on the delivery of the West Hull Housing Pathfinder scheme There was insufficient employment land in the area to meet future demands. The site had not been properly marketed

Following a subsequent appeal by the Applicant, the Planning Inspector, at Public Inquiry, found that the impact of the proposed housing development on the Pathfinder scheme could be mitigated through conditions. However, he also found that there was insufficient employment land in the area and the Appeal was dismissed.

Subsequently, a new application was received in November 2012 for a mixed use development incorporating 185 residential dwellings and provision of serviced land plots for employment use.

This application was refused by Planning Committee on the grounds of insufficient employment land in the area. The Planning Inspector again found in the favour of the Council following a further Appeal and subsequent Public Inquiry. The developer then sought a judicial review (legal challenge) against the methodology adopted by the Planning Inspector in arriving at this decision. The Planning Inspectorate accepted they had erred in their procedure in arriving at their decision.

In light of this, the 2nd Appeal decision has been set aside and is due to be re-determined. At this stage it is not clear what method the Planning Inspectorate will apply to re- determine the Appeal; it could be by a third public inquiry or written representations.

Following the Planning Committee’s decision on the second application, it is understood the owners have received two offers from reputable developers for the sale of the site for employment use, at values which meet independent land valuations. Neither developer has had a response to their offers.

The site is one of the last three remaining large employment sites (sites over 3 acres) in the West of the City, the others being the former Cavaghan and Gray site (3 acres) and the residual land at Priory Park (10 acres). Demand for land in the West of the City is Page 133 of 220 1 generally greater than in other parts of the City, reflecting access to the motorway networks, this increased demand is evidenced by the higher prices of land in the west of the City.

Following the second decision by the Planning Inspectorate, the Council submitted an application to the Local Growth Fund (LGF) with the intention to potentially purchase and remediate the site if no further progress on the sale of the site was forthcoming. The application was short listed by the LEP, but was unsuccessful in obtaining funding in the first round of the LGF.

Subject to engagement by the landowner the site can still be brought forward for employment use.

Mark Jones, City Regeneration and Policy Manager 6th October 2014

Officer Contact:- Richard Lowther, tel. no. 613089

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Briefing Paper to the West Area Committee Wards: Boothferry, Derringham, Pickering 15 October 2014

Highways Request List

Briefing Paper of the City Streetscene Manager on behalf of Corporate Director for City Services

1. Purpose of the Paper and Summary

1.1 This paper indicates the requests received for highway works and the protocol for taking these forward.

2. Background

2.1 In July 2014, Streetscene (Highways, Safety and Transport) provided a consolidated list of highway requests to the Assistant City Manager (Neighbourhoods) to enable it to be checked and amended, and for Members to prioritise the schemes to be taken forward in their ward, and those prioritised schemes be submitted to the next meeting of this Committee. The list is based on requests received from Members and public in the last two years. A consolidation process was initiated to produce a comprehensive list of requests, overcoming actual and perceived backlogs, removing duplicates and errors with the aims of providing greater clarity and consistency in planning and delivery, leading to a greater emphasis on the commissioning in working arrangements.

2.2 Officers consider that improvements could be made in this organisational arrangement on liaison with Areas and Wards through the introduction and use of a protocol for processing requests and this is discussed within this paper too. Reductions in capital budgets allocations have occurred too necessitating prioritisation, resulting in the highway capital programme being primarily available for highway maintenance.

3. Issues for Consideration

3.1 Requests – Table 1, below identifies the requests in priority order for the West Area up until August 2014. These are predominately related to the introduction or modification of Traffic Regulation Orders, parking arrangements and traffic calming. On Ledbury Road, an order is awaited, and on Moorhose Road it is agreed to Author: Sheila Henley Page 135 of 220 Status: Date: 07/10/2014 Page 1 of 3 progress as part of another Traffic Regualtion Orders. None of the requests qualify for highway capital funding, the remaining requests require confirmation as to whether these are be taken forward as part of Area funded initiatives with the funding allocated before being progressed. The setting of a further priority to provide a top five for each ward to be taken forward would be of assistance.

Table 1 Requests

Scheme Description Ward Anlaby Road nr. East Limited Waiting Parking Bays Boothferry Ella Drive Buttermere Close Double yellow lines Boothferry Lamorna Avenue Request for 'H' bar markings at ten foot Boothferry

Meadowbank Road Resolution to speed issues Boothferry Installation of traffic calming on approach to The Greenway Midway Grove Boothferry

Ledbury Road Waiting Restriction at junctions/bend Derringham

Double Yellow Lines at No.’s 50 - 54 Derringham Woodlands Road Installation of double yellow lines to assist traffic flow to regulate parking and movements at school Wymersley Road times Derringham Moorhouse Rd Extra Waiting Restrictions to assist bus flow Derringham

Anlaby Park Road South Possible waiting restrictions south of Tilbury Road Pickering

Campion Avenue Double yellow lines Pickering Lane markings west bound to Priory Way; and Hessle Road other lane markings at roundabout Pickering Hessle Road / Pickering Pickering Road Area Pedestrian Dropped Kerbs Mollinson Rd / Ulverston Pickering Road Possible parking restrictions Surrey Garth Parking Area Pickering Taunton Road Parking spaces Pickering Taunton Road Street Lighting Pickering Install double yellow lines at j/w Anlaby Park Road Lynton Avenue South to improve access and safety Pickering

3.2 Protocol – It is intended to introduce a protocol for all schemes across the Council. The Authority is moving towards undertaking tasks based on a commissioning business model and this needs clearer management arrangements for the handling of requests and projects to ensure their cost effective and timely completion. To further embed commissioning practices, aid advance planning and Author: Sheila Henley Page 136 of 220 Status: Date: 07/10/2014 Page 2 of 3 improve the design and construction process a protocol is thought appropriate. This will outline the manner in which Streetscene (Development and Design Team (The Team)) will undertake projects from initiation to completion. To this end, The Team will respond to briefs or requests for feasibility studies, designs, consultations and works within five days unless a cost estimate is required when the date of return will be included in the acknowledgement of receipt with an indication whether or not The Team is able to make a commitment to progress the project or scheme. Should The Team be able to make such a commitment and an Area wish to proceed, then a project scope will be produced in conjunction with The Team. This should include details of the project, including its purpose and estimate of costs, identification of funding streams along with project management and timeframes for reporting, delivery and payment. When a project has been thus approved active delivery of the project will begin to the agreed programme. The Members / Area Team will be regularly updated on progress.

4. Next steps

4.1 It is suggested that Members determine a further priority, and then for the scope of the projects to be agreed in accordance with the protocol.

Andy Burton City Streetscene Manager

Contact Officer : Sheila Henley Telephone No. : 01482 616552

Officer Interests: None

Background Documents: - None

Author: Sheila Henley Page 137 of 220 Status: Date: 07/10/2014 Page 3 of 3

Page 138 of 220

Briefing Paper to the West Area Committee Wards: Boothferry, Derringham, Pickering 15 October 2014

Streetscene Services Highways Report

Briefing Paper of the City Streetscene Manager on behalf of Corporate Director for City Services

1. Purpose of the Paper and Summary

1.1 This paper informs Members of the progress of highway related projects and schemes together with anticipated dates for completion and costs.

2. Background

2.1 The first table attached to this paper provides an update on progress of highway projects and schemes and the others provide the five year programme for carriageways and footways to 2019. It forms part of a series summarising activities underway, usually issued on a quarterly basis.

3. Issues for Consideration

3.1 Progress and Exceptions - All completed schemes will be removed from list on notification. Several carriageway and other schemes have been completed since the last update. The micro surfacing contract has been badly affected by parking and contractor availability with raised iron works being resolved during week beginning 22 September and some patching and lining is to complete.

3.2 IT system upgrades – As part of public realm initiatives various databases are being drawn together to provide a more comprehensive reporting options to include other works taking place in the highways, such as those relating to publicly reported defects and utility services.

4. Next steps

4.1 This paper provides the Area Committee with a report on progress of highway related projects. It is intended that this will continue and be expanded to cover all works in the public realm in the near future following an upgrade to systems.

Author: Sheila Henley Page 139 of 220 Status: Date: 07/10/2014 Page 1 of 2

Andy Burton City Streetscene Manager

Contact Officer: Sheila Henley Telephone No. : 01482 616552

Officer Interests: None

Background Documents: - None

Author: Sheila Henley Page 140 of 220 Status: Date: 07/10/2014 Page 2 of 2 Page 141 of 220 Page 142 of 220 Page 143 of 220 Page 144 of 220 Page 145 of 220

Page 146 of 220 Kingston upon Hull City Council Streetscene Services – Transport and Asset Management Quarterly Performance Report – October 2014

West Area

Capital Programme Schemes Carriageways Scheme Ward Scheme Details Entered Target Date Estimated Value Current Position No. Programme 675 Boothferry Willerby Road westbound (Spring Apr-13 Jan-14 £200,000 Scheme Complete Bank West - Ainthorpe Grove) 697 Pickering Henry Boot Way (roundabout) - Jul-13 Mar-14 £22,000 Scheme Complete replacing damaged block paved over-run area with tarmac. 835 Derringham Willerby Road eastbound - May-14 Oct-14 £28,000 Semi permanent repair carried out by Highway Carriageway Reconstruction Operations due to safety issues. Permanent scheme now on hold. 848 Derringham Willerby Road westbound May-14 Mar-15 £220,000 Scheme at development stage before assigning to Ainthorpe Grove to Nelson Road - design engineer Carriageway joint repairs and resurfacing 850 Pickering Hessle Road - Lakeside Grove to May-14 Feb-15 £39,000 Scheme at development stage before assigning to Askew Avenue carriageway design engineer reconstruction and resurfacing 851 Pickering Boothferry Road westbound May-14 Jan-15 £79,000 Scheme assigned to design engineers carriageway deep planing and resurfacing

Carriageways Micro Surfacing / Surface Dressing Scheme Ward Scheme Details Entered Target Date Estimated Value Current Position No. Programme 836 Boothferry / Anlaby Park Road North (Part) - Jun-14 Aug-14 £18,200 Works complete Pickering Surface Dressing 836 Boothferry Calvert Lane (Part) - Surface Jun-14 Aug-14 £10,400 Works complete Dressing 836 Derringham Birdsall Avenue - Surface Dressing Jun-14 Aug-14 £7,400 Works complete

840 Boothferry Plantation Drive East and West / Jun-14 Jul-14 £22,000 Surfacing complete, iron work still to be uncovered and Mead Walk - Micro Surfacing raised, road markings to be completed on Mead Walk

Footways Scheme Ward Scheme Details Entered Target Date Estimated Value Current Position No. Programme 721 Boothferry Hamlyn Drive (West Side) Nov-13 Feb-14 £17,000 Scheme Complete

748 Derringham Kilnwick Ave - Footway Recycle Jan-14 May-14 £30,500 Scheme Complete

833 Boothferry Park Lane West / Southern Drive / May-14 Mar-15 £58,000 Scheme assigned to design engineers Southburn Avenue - Derringham Malvern Road & Cresent May-14 Mar-15 £63,500 Scheme at development stage before assigning to design engineer - Pickering Corran Garth & Saltash Road May-14 Mar-15 £61,200 Scheme at development stage before assigning to various locations design engineer

Footways Slurry Sealing Scheme Ward Scheme Details Entered Target Date Estimated Value Current Position No. Programme - Pickering Wheatfield Close Sep-14 Mar-15 £1,200 Design development stage

- Boothferry Brooklands Road Sep-14 Mar-15 £7,200 Design development stage

- Boothferry Calvery Lane west side Sep-14 Mar-15 £1,200 Design development stage

- Boothferry Anlaby Road north side Calvert Sep-14 Mar-15 £1,200 Design development stage Lane to Hamlyn Avenue - Boothferry Anlaby Road south side Number Sep-14 Mar-15 £1,000 Design development stage 711 to North Road

Street Lighting Scheme Ward Scheme Details Entered Target Date Estimated Value Current Position No. Programme 823 Derringham Hunsley Avenue May-14 Aug-14 £14,900 With KWL - awaiting start date

827 Pickering Portsmouth Walk May-14 Sep-14 £2,000 With KWL - awaiting start date

839 Pickering Taunton Road Jun-14 Oct-14 £17,750 On Site

Page 147 of 220 Kingston upon Hull City Council Streetscene Services – Transport and Asset Management Quarterly Performance Report – October 2014

West Area

- Boothferry Anlaby Road (Boundary to Jul-14 Mar-15 £60,000 At tender stage Roundabout) - Pickering Boothferry Road (Boundary to Jul-14 Mar-15 £102,000 At tender stage Fiveways Roundabout)

Integrated Transport Schemes Scheme Ward Scheme Details Consultatio TRO Req. Entered Target for Estimate Current Position No. n Required Programme completion of value scheme Date 639 Derringham Hotham Road South - TRO No No Jan-13 Dec-14 £15,000 TRO to be discussed with Haigh Homes before progressing 641 Derringham Hotham Road South - Layby No No Jan-13 Dec-14 £12,000 To be constructed (between Priory Rd - Wold Rd) when TRO is implemented 707 Boothferry / Willerby Road - Cycle lanes / Bus Yes Yes Sep-13 Dec-14 £100,000 Currently being Derringham Stop Improvements designed, bus stop improvements with Highway Operations 723 Boothferry Calvert Lane Housing Yes Yes Oct-13 Mar-14 £6,000 Scheme Complete Development - Proposed TRO's 726 Boothferry Anlaby Road nr Meadowbank Rd - Yes No Nov-13 Mar-14 £10,000 Consultation Relocation of bus stop completed regarding relocation. No further action 750 Derringham County Road South (o/s 115 - 133) Yes Yes Feb-14 May-14 £4,000 Scheme Complete - Waiting Restrictions 751 Pickering Anlaby Park Road South / Sirius No No Feb-14 Aug-14 £25,000 PV2 Survey Complete, Academy - Zebra Request No further action 855 Derringham Bristol Road - Parking Issues Yes Yes Sep-14 Mar-15 - Consultation Consultation documents to be produced

Area Schemes Scheme Ward Scheme Details Consultatio TRO Req. Entered Target for Estimate Current Position No. n Required Programme completion of value scheme Date - Pickering Boothferry Estate Parking - - - - - Detailed cost estimate ongoing, awaiting stats returns - Boothferry / Pickering Road (nr Sunbeam Rd) - Yes Yes Jul-14 Mar-15 - Draft consultation Pickering Pedestrian Crossing Consultation document passed to Area Team

Potential Schemes Being Investigated Prior to Entering the Capital Programme Carriageways Scheme Ward Scheme Details Estimate Current Position No. value

Footways Scheme Ward Scheme Details Estimated Current Position No. Value

Street Lighting Scheme Ward Scheme Details Estimated Current Position No. Value

Integrated Transport Schemes Scheme Ward Scheme Details Estimated Current Position No. Value

Area Schemes Scheme Ward Scheme Details Consultatio TRO Estimated Value Current Position No. n Required Required

Page 148 of 220 Kingston upon Hull City Council Streetscene Services – Transport and Asset Management Quarterly Performance Report – October 2014

West Area

26th September 2014

Page 149 of 220

Page 150 of 220

Briefing Paper to the West Area Committee Wards: All

15 October 2014

Hull Parking Policy and Operational Arrangements

Briefing Paper of the of Head of Service City Streetscene on behalf of Corporate Director for City Services

1. Purpose of the Paper and Summary

1.1 The purpose of the paper is to clarify the current operational arrangements and parking policy implemented across the city to ensure consistency of approach. The scope excludes private car parks

1.2 The paper advises of a revised approach to parking charges which takes account of the need for flexibility to compete with the private sector and better utilises existing Council owned car parks without compromising the aims of sustainable transport.

1.3. The paper also advises of a revised approach to charging for resident parking schemes and passes to ensure that the Council’s costs are recovered.

2. Background

2.1 The Council does not have a formal parking strategy; instead matters relating to parking and how it is managed and enforced are governed by a number of cabinet and area committee decisions and good practice guidance issued by DfT. The proposed policy and operational arrangements appended to this report formalises these arrangements and where appropriate sets out suggestions which will simplify current arrangements.

2.2 The City Council as the Local Transport Authority is responsible for the provision and management of parking both on street and off street in its surface and multi story car parks. This includes the enforcement of parking and adjudication of appeals against any penalty charge notices issued. The enforcement and appeals adjudication was previously undertaken by the police, however this responsibility was transferred to the City Council in May 2006.

2.3 The Traffic Management Act 2004 sets out the enforcement of parking within a local authority and dictates that such enforcement that covers both on and off street parking should be self financing from the issue and payment of Penalty Charge Notices and that any surplus funding from the on street charges and issue of Penalty Charge Notices be ring

Author: Page 151 of 220 Status: Date: 07/10/2014 Page 1 of 7 fenced to pay for the service and provision of such parking, with any surplus being used to help fund transport improvements, such as new bus lanes or traffic signal improvements.

2.4 The level of charges that are applicable to on street residents parking schemes have also recently been subject to court action, this determined that the charges set should not be used as a significant income generator but should cover the cost of establishing and running such schemes.

2.5 In addition to the Traffic Management Act, parking within the city is governed by Planning, a Car Parking Policy and Parking Standards report was Approved by the Planning Committee in April 2013 which sets standards for developments throughout the city, establishes a distinction between parking within the city centre and elsewhere in the city whilst allowing for flexibility to be applied to specific circumstances of a proposed development.

2.6 Car Parking Standards for developments outside the City Centre are also set in the Hull Local Plan, this states that ‘Developments outside the City Centre will be allowed if it provides off-street motor vehicle parking and servicing space. The Standards established have been based on those of the former Humberside County Council which have been further revised to take account of disabled parking and cycle parking, however flexibility on the standards is allowed where strong reasons exist such as the change of use of older properties where parking provision is constrained and where planning applications relate to houses in multiple occupation

2.7 Within the City Centre parking standards are further set out in the Hull Local Plan (2000) This seeks to restrict Long-stay off street parking to 4000 spaces, encourages short-stay parking in shopping centres and supports the development and use of park and ride.

2.8 The National Planning Policy Framework that came into affect in March 2012 replacing previous Planning Policy Guidance Notes and Planning Policy Statement also directs that in setting local parking standards for residential and non residential developments local authorities should take account of accessibility of a development, its type, mix and use, availability of public transport, car ownership levels and the need to reduce the use of high- emission vehicles

2.9 Government strategy continues to encourage a modal shift in transport from private vehicles to more sustainable methods of transport such as public transport and cycling, this in turn also supports the aim of carbon reduction. In order to promote this, policies have been detailed in the city councils 2011 – 2026 Local Transport Plan (LTP). This links the city centre car parking tariffs to the cost of bus travel and has established the price for a days parking, which is based on a return journey from the city boundary for two adults plus an overage. Furthermore the council currently operates a park and ride service from its Priory Park site and continues to progress the development of further park and ride sites to the East of the city which would support current strategy included the current LTP. The development of a Northern Park and Ride site will be progressed at a future date when resources are available.

3. Issues for Consideration

3.1 Car ownership within the city based on the data gathered in the 2011 census remains lower than the national average, however ownership continues to grow placing a further

Author: Page 152 of 220 Status: Date: 07/10/2014 Page 2 of 7 strain on the available parking spaces, this is of particular concern in many residential areas where on street parking spaces are at a premium, places a further strain on the available city centre parking provision and is contrary to the desire to support alternative more sustainable modes of transport.

3.2 As a result of the increase in car ownership and conflicting demands between residents, businesses and shoppers, requests for new controlled parking zones (CPZ) continue to be seen as the most appropriate way to manage local parking issues and dissuade long term parking in residential areas by non residents, however a CPZ should not be established as a matter of course and appropriate consultation should first be undertaken in order to establish that such a zone would be beneficial and required by the majority of residents as the management and cost of operating a CPZ is not insignificant and currently the existing established CPZs are not self funding.

3.3 The cost of a residents parking permit outside of the city centre has been charged at £7.50 for a number of years but does not reflect the cost of administering the number of zones currently in existence or the cost of their enforcement. Research on the cost of a CPZ has identified the rates that different local and comparator authorities make is detailed in Table 2.

Table 2 Council/ City Cost of Resident Parking Permits per annum (£)

City Centre Outside the city centre City of York Council First permit: £46.50- First permit: £46.50- £125.00* £125.00* Second permit: £157.50 Second permit: £157.50 Preston City Council First permit: £29 First permit: £29 Second permit: £45 Second permit: £45 Stoke-on-Trent City First permit: £18 First permit: £18 Council Second permit: £18 Second permit: £18 Newcastle City Council First permit: £500 First permit: £25 Second permit: N/A Second permit: £75 Wirral Borough Council First permit: £0-10** First permit: £0-10** Second permit: N/A Second permit: N/A North East Lincolnshire First permit: £80 First permit: £80 Council Second permit: £100 Second permit: £100 East Riding of Yorkshire First permit: £25-35** First permit: £25-£35** Council Second permit: £25-105** Second permit: £25-105** North Lincolnshire Council First permit: £50 First permit: £50 Second permit: N/A Second permit: N/A Plymouth City Council First permit: £30 First permit: £30 Second permit: £30 Second permit: £30 Southampton City Council First permit: £30 First permit: £30 Second permit: £30 Second permit: £30 Sandwell Metropolitan First permit: £20 First permit: £20 Borough Council Second permit: N/A Second permit: N/A Bournemouth Borough First permit: £50-100** First permit: £50-100** Council Second permit: £50-100** Second permit: £50-100**

*Price of permit is dependent on the type of vehicle a resident owns.

Author: Page 153 of 220 Status: Date: 07/10/2014 Page 3 of 7 **Price of permits varies within authority depending on the site of the Residential Parking Scheme.

3.4 The average price for the first permit issued in a CPZ area, based on the cheapest option available in each case being £73.20 within a city centre and £33.62 outside the city centre. Currently charges in the city are £75 within the city centre and £7.50 outside the city centre with the exception of the stadium zones where no charge is made as these zones were only created as a result of the KC stadium being built in 2002.

3.5 Zone L is a good example of a Controlled Parking Zone in the city and ideal to be used as an example to identify the cost of administering any zone. It covers three streets off Holderness Road; Sherburn Street, Morrill Street and Holland Street. Like a number of the city’s housing stock the houses on these streets were built at a time when widespread vehicle ownership was never foreseen. Terraces on these streets that do not front onto the road add additional stress to already overburden carriageways. As a consequence parking is at a premium.

3.6 The purpose of this zone is to deter long term parking by shoppers and those who work in the shops along Holderness Road. The zone carries parking controls running from Monday to Friday and covering the hours 8.30am to 5.0pm. During this time non permit holders may park for a maximum of 2 hours but must then move on and not return within 3 hours.

3.7 The process of setting up a controlled parking zone involves consultation with all residents of the zone on two occasions and advertisements require to be placed within a local newspaper. The total cost of the work involved is often in excess of £5,000 and this does not include the cost of road markings or signs.

3.8 This Zone covers a total of 243 households and has 149 permits currently on issue at a total cost of £1,117.50p. It has a total street length of 887 metres. Parking places on both sides of the road cover a total of 1370 metres providing parking for approximately 210 vehicles. Double yellow lines are marked on the remaining 404 metres of carriageway. Maintenance of these road markings will cost £2,500 over a five year period.

3.9 Signs at the entrance to a CPZ and also for each parking place are an absolute requirement in this case as all three roads are one way the number of signs required is reduced. A total of 58 signs are needed for this parking zone. The cost of purchasing and fitting these signs is £3,200.

3.10 These signs can last for many years but are often subjected to vandalism. Approximately £250 is spent each year on replacing signs within this zone.

3.11 Enforcement of the regulations within this zone requires that a Civil Enforcement Officer walks the length of each street and records the details of any vehicle not displaying a resident’s permit. A return visit is made after two hours when any vehicle not displaying a permit that has remained in place is issued with a penalty charge notice.

3.12 Income derived from issuing permits in this zone is £1,117.50 pa. A total of 172 penalty charge notices have been issued in the last 12 months and they (on average) provide £30 to defray expenses. This gives a total of £5160 by which this zone contributes to the cost of permits being issued and enforcement activities.

Author: Page 154 of 220 Status: Date: 07/10/2014 Page 4 of 7

3.13 Staff and equipment necessary to issue permits costs £500.The cost of providing enforcement staff for this zone is £8950. this is based upon one working day or 7.5 hours per week operating within this zone. The cost of administering the process of a penalty charge notice is £1,615. Maintenance of road markings and signs is £750pa.

3.14 The zone costs £11815 to administer and provides and income of £6277. The zone is run at a net loss of £5538 per year.

3.15 A recent High Court ruling has highlighted the fact that charges for on street permit parking should not be operated by a Local Authority to make a profit. Charges for permits should however cover operating costs. In order to do so permit charges should be reviewed and set at a rate that would cover current operating costs..

The following table indicates the number of Controlled Parking Zones within the city excluding the city centre zone and the number of permits currently on issue.

CPZ name Number of permits in use 14/11/13 Barrington Avenue 118 Chanterlands Avenue 12 Cranbrook Avenue 34 Hurley Close 4 Inglemire Avenue 47 Jesmond Gardens 21 Queens Road 8 Reservoir Road 2 South Bridge Road 7 Stadium Zone 1 2,545 Stadium Zone 2 1,268 Stadium Zone 3 1,779 Stadium Zone 4 744 Stadium Zone 5 1,018 Stadium Zone 6 715 Zone A 139 Zone A1 16 Zone B 82 Zone D 38 Zone E 66 Zone G 54 Zone H 149 Zone J 68 Zone K 71 Zone L 149 Zone M 7 Zone N 104 Zone Q 180 Zone S 210

Author: Page 155 of 220 Status: Date: 07/10/2014 Page 5 of 7 Total 9,655

3.16 The cost of establishing and operating a CPZ should be covered by the charges made for permits along with the revenue generated from the issue of Penalty Charge Notices, in order to determine the average cost a review of a typical CPZ in the city has been undertaken and this identifies that a permit charge of circa £33 based on the current average take up of permits will allow for all costs to be covered, this ties in favourably with the average price determined from the research undertaken with other regional and comparator local authorities

3.17 In order to maximise the usage of the council owned car parks including the three multi story car parks the council has a scheme of discounts in place for bulk purchases by businesses who require in excess of 50 passes, however due to the number of commercial car parks operating in the city centre competition for these customers has increased. To ensure the City Council can continue to attract its share of the customer base it is essential it can attract customers who have the choice of other car park operators who are able to amend prices from one week to another and be able to offer similar discounts to businesses who only require a small number of passes. It is essential that there is an ability to react to market forces. This can be achieved through the Streetscene City Manager in conjunction with the Portfolio Holder being authorised to apply the current discounts to all businesses where it is deemed appropriate.

3.18 Payment for parking has also developed over recent years and although most transactions continue to be undertaken by a cash payment at a Pay and Display machine alternative pay by phone options are now available and increasing in use, within the City Centre this is available through the MiPermit pay by phone system, which allows parking to be purchased on a daily basis on street or within any council run car park, this system also gives customer additional benefits such as the ability to receive text alerts to advise when the parking provision purchased will expire and ability to extend the parking if required. The pay by phone service can be further developed to allow pre purchase of car parking and could in suitable location negate the need for Pay and Display machines.

3.19 The charges for parking in the stadium zone has remained at a zero charge since it was established, however no guarantee has been given to residents in this area that the charge would remain at zero, this was last reviewed as a part of a report to Cabinet on the 24th November, 2008, at which time it was agree that the charge would again remain at zero.

3.20 Within the West Area there is a general mix of Double Yellow lines, Single Yellow line, Schools, Pedestrian Crossings and Bus Stops all of which require regular enforcement. Currently this is undertaken through the use of a mobile patrols and undertaken by one officer on a daily basis. The cost of a dedicated CEO for an area based on a 37 hour week would be circa £44k

4. Next steps

4.1 A report recommending that the Policy and Operational Arrangements be approved and authority be given to the City Streetscene Manager, in conjunction with the Portfolio Holder for Energy City to apply an amended charging regime be taken to Energy & Infrastructure

Author: Page 156 of 220 Status: Date: 07/10/2014 Page 6 of 7 Insert name(s) and title(s) of Head of Service on behalf of Corporate Director

Contact Officer : Richard Townend Telephone No. : 331122

Officer Interests: None

Background Documents: - None

Author: Page 157 of 220 Status: Date: 07/10/2014 Page 7 of 7

Page 158 of 220

Briefing Paper to the West Area Committee Wards: Boothferry

15th October, 2014

Derringham Bank Roundabout – Local Safety Scheme

Briefing Paper of the of the City Streetscene Manager.

1. Purpose of the Paper and Summary

1.1 This briefing paper provides a summary of the recent Personal Injury Collision (PIC) history and the measures taken to try and address them at the Derringham Bank roundabout.

2. Background

2.1 As part of the 2010/2011 Local Safety Schemes programme analysis of the city wide PIC statistics for the three year period from 1st October 2006 to 30th September 2009 revealed that Derringham Bank roundabout was a location requiring further investigation.

2.2 In view of the above the Streetscene Services Transport Development Team commissioned a firm of specialist traffic engineering consultants to carry out a detailed road casualty study of the roundabout.

2.3 The report subsequently produced by the consultants revealed a high incidence of PICs involving cycles (seven out of fourteen) which all occurred in the most recent twenty months of the study period (1st February 2008 to 30th September 2009) and also that six of those seven cycle PICs involved a motor vehicle leaving the roundabout coming into conflict with a cyclist circulating around the roundabout.

2.4 The report recommended several intervention measures to try and alleviate the cycle PIC problem. This consisted of replacing the anti skid surfacing on the approaches to the roundabout and the provision of a green anti skid cycle lane around the outside of the roundabout along with a revised road marking layout.

2.5 The proposals were then drawn up into a scheme which was added to an existing programme involving the renewal of anti skid surfacing at various sites throughout the city and the works were subsequently completed in mid 2011.

Author: Page 159 of 220 Status: Date: 07/10/2014 Page 1 of 3

3. Issues for Consideration

3.1 Since the scheme was implemented and up to the end of August 2014 there have been a total of seventeen recorded PICs, fourteen of which involved cycles (seven in first twenty months), although only three of those involved a motor vehicle leaving the roundabout coming into conflict with a cycle circulating around part of the roundabout.

3.2 Police accident statistics record that the driver of the motor vehicle ‘failed to look properly’ as a contributory factor in thirteen of the fourteen cycle PICs.

3.3 In light of the post scheme PIC figures further investigations were carried out in late 2013 to ascertain whether any additional measures could be taken in order to reduce the relatively high number of cycle related PICs.

3.4 As a result of these further investigations the following measures were identified and implemented:-

a) illuminated cycle warning signs have been erected on all five approaches to the roundabout,

b) a city wide campaign aimed at encouraging adult cyclists to wear high visibility waistcoats which can be obtained free from various Council offices (on going),

c) alterations to the road marking layout to reinforce the presence of cyclists and

d) clearing the roundabout central island of a large amount of undergrowth and trees to improve visibility.

3.5 Below are the collision totals at the roundabout for the last ten years:-

Oct 2004 to Sept 05 - 2 PICs Oct 2005 to Sept 06 - 4 PICs Oct 2006 to Sept 07 - 1 PICs Oct 2007 to Sept 08 - 6 PICs Oct 2008 to Sept 09 - 7 PICs Oct 2009 to Sept 10 - 4 PICs Oct 2010 to Sept 11 - 5 PICs Oct 2011 to Sept 12 - 7 PICs Oct 2012 to Sept 13 - 6 PICs Oct 2013 to Sept 14 - 2 PICs

3.6 The initial post local safety scheme figures were disappointing however since the additional measures were implemented in late 2013/early 2014 there has only been one recorded PIC.

4. Next steps

4.1 Although it is too early to make any definite conclusion it would appear that the recently completed additional measures may have contributed towards the current

Author: Page 160 of 220 Status: Date: 07/10/2014 Page 2 of 3

downward trend in PIC numbers and consequently whilst there are no plans for any further intervention at this location it will be monitored on a monthly basis.

Andy Burton City Streetscene Manager

Contact Officer : Tim Binnington Telephone No. : 616544

Officer Interests: None

Background Documents: -

Author: Page 161 of 220 Status: Date: 07/10/2014 Page 3 of 3

Page 162 of 220

Briefing Paper to the West Area Committee Wards: Boothferry Derringham 15 October 2014 Pickering

Willerby and Derringham Flood Alleviation Scheme- update on progress

Briefing Paper on behalf of the City PlanningManager

1. Purpose of the Paper and Summary

1.1 The purpose of the paper is to update the committee on the progress of the Willerby and Derringham Flood Alleviation Scheme (WADFAS) and explain the impacts on Sand Dyke and the Springhead Golf Course.

2. Background

2.1 The concept of WADFAS came from the Surface Water Management Plan produced by Hull City Council following the June 2007 surface water flooding. The plan identified that a large amount of flooding in Hull occurred as a result of overland flows from areas to the west of the city filling the sewers and flooding streets and properties. The scheme involves intercepting the flood flows in a series of large lagoons situated around the A164 around Willerby and north of Carr Lane. The flows will be stored in the lagoons and discharged at a restricted rate once the flooding has gone. The purpose of this is to increase the amount of capacity in the existing sewers and watercourses, such as Sand Dyke, to enable rain falling directly on the city to be able to discharge rather than overflowing onto roads and into houses.

2.2 The largest integrated catchment model for the hydrology has been produced which includes Yorkshire Water systems, to ensure that the levels for when the storage lagoons are used can be determined. This means that the lagoons can be used to provide the maximum storage in a flood but continue to keep flows in Sand Dyke as existing in normal conditions.

2.3 The scheme is being delivered by East Riding of Yorkshire Council in partnership with Hull City Council and the Environment Agency. The cost is £14.5 million; £7.9million of this is central government funding in the form of Flood Defence Grant in Aid, administered by the Environment Agency. £6.6 million is from European Regional Development Funding administered by the Department of Communities and Local Government. The scheme will reduce flood risk for approximately 8000 properties in Author: R Glossop Page 163 of 220 Status: Final Date: 07/10/2014 Page 1 of 4 the Willerby and Derringham area directly; however general benefits on the infrastructure are likely to be wider.

3. Issues for Consideration

3.1 Construction- phase 1 of the scheme commenced in March 2014. This involved enabling works around Great Gutter Lane in Willerby. The Compulsory Purchase Orders for the land required to build the lagoons are in the final stage at present. The tenders for the phase 2 of the scheme which includes the main construction period are out now. The actual works would be due to start early in 2015. It is worth noting that newt fencing is required around the Carr Lane lagoon prior to the construction works. This is to ensure that any Great Crested newts which are an endangered species and protected by legislation, are kept out of the site. The Biodiversity Study for the scheme found that newts are currently present in this location. The newt fencing will consist of wooden stakes and plastic sheeting to a height of 500mm for a length of 700metres. It is important that this fencing is left in place. Any damaged or removed sections could mean a delay to the programme. The work on the newt fencing is due to start in October.

3.2 There is also a requirement and a planning condition for archaeology. The site will need to be assessed to ensure that the works will not have any negative effects on any heritage or archaeological assets. This work will commence in November.

3.3 The access to the Carr lane lagoon for construction traffic will be along Carr Lane. It is likely that there will be minimal disturbance for 3- 6 months whilst the works are taking place. Highways have agreed the route and will assess the condition of the road prior to works commencing to ensure that the road can be reinstated if any defects occur. The works will be done ensuring the minimum disruption is felt by the community but it also needs to be appreciated that the works are required to ultimately reduce the flood risk.

3.4 Planning permissions for the works were granted by East Riding of Yorkshire Council, as the land for the lagoons is within their boundary. Issues with disruption from construction on site will need to be taken through the planning team at East Riding to ensure that conditions on the planning application are enforced.

3.5 Maintenance- the ongoing maintenance of the lagoons and the operating structures onto Sand Dyke will be the responsibility of ERYC as the landowner of the new lagoon. It should be noted that the scheme has been designed so that the lagoons work in combination to ensure maximum flood reduction. Therefore it would be in the interest of all parties to ensure that all the lagoons are working as designed to provide the flood risk benefits in both Willerby and Derringham. The maintenance of Sand Dyke will remain as existing, although the presence of WADFAS should reduce the amount of flow in the dyke at times of flood and should also reduce amount of debris being washed down onto the Hull City Council trash screens. There are still likely to be localised issues of fly tipping which will still require resources to deal with.

Author: R Glossop Page 164 of 220 Status: Final Date: 07/10/2014 Page 2 of 4

Author: R Glossop Page 165 of 220 Status: Final Date: 07/10/2014 Page 3 of 4 4. Next steps

4.1 The Flood Risk Planning team will continue to work closely with the project delivery team at East Riding of Yorkshire to ensure that delivery of the scheme is on time, within budget and any disruption caused by the construction works is kept to a minimum. There will be community sessions about this scheme and similar schemes for Cottingham and Orchard Park and Anlaby and East Ella. Included in these sessions will be awareness raising on the impacts of fly tipping which can cause blockages to watercourses and flood surrounding homes and businesses. Any suggestions on other ways to engage with the communities (such as existing networks or links through newsletters) about these schemes would be much appreciated. In regards to the maintenance the authorities involved; Hull City Council, Environment Agency and East Riding of Yorkshire Council will continue to work in partnership on the most efficient use of resources. Groundwork for Springhead Golf Course will continue to maintain the section of Sand Dyke which runs through the golf course with advice and guidance from Hull City Council. There is no obligation on Groundwork to take on any further maintenance in respect of WADFAS and if the standard of maintenance lowers, permissive powers exist to regulate and enforce.

Alex Codd City Planning Manager

Contact Officer : Rachel Glossop- Flood Risk Planning Manager Telephone No. : 01482 612129

Officer Interests: None

Background Documents: -

Author: R Glossop Page 166 of 220 Status: Final Date: 07/10/2014 Page 4 of 4

Briefing to the West Area Committee Wards – Boothferry, October 2014 Derringham and Pickering

Waste and Open Spaces Quarterly Performance Update

Briefing of the City Streetscene Manager

1. Purpose of the Briefing Paper and Summary

1.1 To provide a quarterly performance report relating to waste collection, recycling performance, street cleansing and grounds maintenance in the West area.

2. Introduction

2.1 This briefing is part of the ongoing performance reporting framework, providing quarterly performance information for Waste and Open Spaces.

3. Measures of Performance

3.1 The city wide number of missed collections for August 14 was 1056 out of 698,400 scheduled collections.

3.2 The following graph shows the number of reported missed collections since April 2011 across West broken down by Ward.

Page 167 of 220 1 Missed Collections - West 250

200

150 Number 100

0 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14

Boothferry 48 98 196 148 103 37 29 37 45 75 47 48 50 46 58 49 37 Derringham 23 119 125 111 116 51 40 50 72 74 71 49 51 53 43 51 28 Pickering 39 95 158 154 73 46 37 37 40 76 63 48 41 55 39 52 40 City Wide Average 41 107 130 123 76 53 44 40 43 78 64 42 52 56 46 57 46 Month

3.3 The number of missed collections in West Area reported in August 14 was 105.

3.4 The average number of daily reported missed collections by Ward in August 14 was as follows:

Boothferry – 2.2 bins reported missed out of 2,083 collections per day Derringham – 1.6 bins reported missed out of 2,093 collections per day Pickering – 2.4 bins reported missed out of 2,085 collections per day The city wide ward average is 2.7 bins reported missed per day

3.5 The level of recycling has increased significantly since May 13 with an overall recycling performance of 52% recorded for 2013/14. The focus of the waste management team is now on reducing the level of missed collections and reducing levels of contamination within the blue bins.

3.6 All properties have now received letters and had stickers placed on bins in relation to the blue bin contamination project. The overall level of contamination is improving. The service area is continuing to monitor performance and offer advice/visits to residents having difficulty with the scheme.

3.7 New waste collection packs were distributed to all households in the city towards the end of September.

3.8 Cleansing Performance Update – Levels of litter and graffiti are now monitored city-wide on a quarterly basis. This is in line with corporate performance indicators. The trend in relation to levels of litter and graffiti across the city is shown below.

Page 168 of 220 2 Cleanliness Standards - Litter 2010/2011, 2011/2012, 2012/2013, 2013/14, 2014/15 10.00%

9.00%

8.00%

7.00%

6.00%

5.00%

Percentage 4.00%

3.00%

2.00%

1.00%

0.00% Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey 1 - Jul 2 - Oct 3 - Feb 1 - Jul 2 - Oct 3 - Mar 1 - May 2 - Sept 3 - Dec 4 - Mar 1 - Jun 2 - Sept 3 - Dec 4 - Mar 1 - Jun 10 10 11 11 11 12 12 12 12 13 13 13 13 14 14 Percentage 5.00% 8.00% 5.70% 8.60% 2.30% 7.20% 7.10% 4.40% 1.70% 2.50% 0.20% 1.70% 0.70% 1.10% 1.70% Target 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% 6% Survey

3.9 Current levels of litter are significantly below the target of 6%. Keep Britain Tidy’s latest annual national local environmental quality survey results show the national unacceptable levels of litter at 15%. The next survey was scheduled for September 2014, but the results were not available for this report.

3.10 The level of graffiti is shown on the graph below

Cleanliness Standards - Graffiti 2010/2011, 2011/2012, 2012/2013, 2013/14, 2014/15 12%

10%

6% Percentage 4%

0% Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey Survey 1 - Jul 2 - Oct 3 - Feb 1 - Jul 2 - Oct 3 - Mar 1 - May 2 - 3 - Dec 4 - Mar 1 - Jun 2 - 3 - Dec 4 - Mar 1 - Jun 10 10 11 11 11 12 12 Sept 12 12 13 13 Sept 13 13 14 14 Percentage 8% 10% 1.80% 3% 1.40% 1.40% 3.50% 0.90% 0.00% 0.00% 0.00% 0.20% 0.00% 0.00% 0.00% Target 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% 4% Survey

3.11 The levels of graffiti are well below the 4% target.

3.12 The number of reported fly-tipping incidents in the West Area averaged approximately 34 per month between April 13 and May 14. A comparison with city-wide reports is outlined below.

Page 169 of 220 3 West Fly-tipping Totals - April 13 to Aug 14 700

600

500

400 Totals 300

200

100

0 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 West 21 16 31 40 30 22 16 17 17 17 13 20 25 7 27 16 12 City Wide Total 315 327 347 496 591 456 349 363 252 331 266 330 334 327 430 481 331 Month

3.13 To illustrate the level of contact from residents with regard to street cleanliness, the number of service requests through the call centre is shown on the graph below.

Street Cleansing Service Requests - West Area 40

20 Number

0 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 West 9 19 16 13 12 7 21 35 21 20 12 16 16 10 14 19 14 City Wide Ave 22 15 19 22 21 19 24 30 27 31 23 20 23 17 25 30 20 Month

3.14 The average number of requests from residents in the West Area is 16 per month. The graph below shows the breakdown of service request types for the West area.

Page 170 of 220 4 Street Cleansing Service Requests by Type -West Area (October 11 to August 14)

Dog Fouling 3% After Refuse Crew 3%

Glass 7%

Litter 64%

Leaves 23%

3.15 To illustrate the level of contact from residents with regard to grounds maintenance and parks, the number of service requests through the call centre is shown on the graph below. The increase in requests from May 14 reflects a combination of seasonal increase and the reduced standard of grass cutting linked to ideal growing conditions and reduced resource.

Grounds Maintenance and Parks Service Requests - West Area 140

120

100

80 Number 60

0 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Total 120 95 50 48 28 49 28 20 21 49 67 117 87 96 Ave 92 76 59 46 21 38 21 19 22 39 65 95 88 82 Month

3.16 The average number of requests from residents in the West area is 63 per month.

3.17 The graph below shows the breakdown of service request types for the West Area.

Page 171 of 220 5 Grounds Maintenance and Parks Service Requests by Type - West Area

Hull in Bloom Parks and Gardens Sports Fields 0% 5% 1%

House Gardens 0%

Allotments 23% Parks and Grounds Maintenance 43%

Trees Advice 28%

4 Summary and Next Steps

4.1 Key operational issues will be summarised in future reports.

4.2 The waste collection service continues to monitor trends in reported missed collections, with the emphasis on reducing the number of repeat and missed assisted collections to improve performance.

4.3 The bin provision in communal collection areas is being monitored to ensure appropriate capacity is in place and a programme to monitor levels of blue bin contamination is currently ongoing.

Andy Burton City Streetscene Manager

Contact Officers: Doug Sharp and Adam McArthur, Streetscene Services

Telephone No: 01482 614032 or 318536

Background Documents – None

Page 172 of 220 6

Report to the Wards: All

East Area Committee – 2 October 2014 North Carr Area Committee – 17 September 2014 Northern Area Committee – 25 September 2014 Park Area Committee – 24 September 2014 Riverside Area Committee – 8 October 2014 West Area Committee – 15 October 2014 Wyke Area Committee – 17 September 2014

Ward Budget Decision Making

Report of the City Neighbourhoods and Housing Manager

1. Purpose of the Report and Summary

1.1 This report is in response to a request from the Portfolio Holder for Neighbourhoods and Communities to review the delegated decision-making arrangements for Ward Budgets with the aim of minimising delays in implementing local projects and initiatives following the reduction in frequency of Area Committee meetings.

2. Recommendations

2.1 That the Assistant City Manager (Neighbourhoods) be authorised to approve all applications for funding from the Ward Budgets following consultation with the relevant ward members except:

(i) where applications relate to more than one ward, or (ii) where unanimous agreement cannot be reached by relevant ward councillors

in which cases the application will be submitted to the relevant Area Committee for consideration.

2.2 That a briefing note is submitted to every other Area Committee meeting setting out decisions made under delegated powers and advising members of amounts available to spend.

This is a non-key decision.

Author: Page 173 of 220 Status: Date: 07/10/2014 Page 1 of 6

3. Area Committee Impact

3.1 The proposed amendment to the existing delegations is intended to speed up the decision making process in relation to the allocation of ward budgets following the change to the frequency of Area Committee meetings. Retaining the current delegations could significantly delay the implementation of projects thereby limiting members’ ability to respond swiftly to resident or community concerns.

4. Background

4.1 The current delegations for each committee are set out at Appendix B. Whilst there are some differences of detail, they are all intended to enable decisions to be made on smaller funding bids as quickly as possible, whilst providing safeguards for situations where ward members are not all in agreement. In most cases applications requesting more than £10,000 are decided at Area Committee. With a reduced frequency of Area Committee meetings, maintaining this financial limit will mean that larger applications can only be considered every two months.

5. Issues for Consideration

5.1 At present applications for ward budget funding of more than £10,000 capital or revenue (£5000 revenue in the case of Wyke Area Committee) need to be submitted to Area Committee for decision. The majority of applications for funding are for amounts of less than £10,000 and each Area Committee has already agreed delegations to the Assistant City Manager (Neighbourhoods) for these smaller applications to avoid delaying decisions until the next Area Committee. The potential for delay will increase as Committees meet less frequently.

5.2 Area Committees can allocate funds received in connection with S 106 agreements for the purposes set out in that agreement (eg the provision or enhancement of public open space and/or children’s playspace). This function is delegated from Planning Committee and cannot be delegated further.

5.3 There are also varying arrangements with respect to two housing budgets, Area Based Spend and Environmental Works budgets. Some Area Committees have retained decision making powers in relation to these funds and some have delegated all or part of the budgets to Landlord Services Managers. If required, a review of the delegations in respect of these budgets will be the subject of a separate report by the Assistant City Manager (Housing Management).

6. Options and Risk Assessment

6.1 The following options have been considered:

Option 1 Retain existing delegations This would retain the status quo, but risks a delay in the approval of larger projects which could impact on implementation.

Author: Page 174 of 220 Status: Date: 07/10/2014 Page 2 of 6 Option 2 Increase financial limits This option would allow decisions on larger projects to be made more swiftly, but depending on the financial limit selected, would mean that a number of applications were still required to be considered by the Area Committee causing potential delays in implementation. Option 3 Remove financial limits This would enable decisions on all applications, except those where ward members were not unanimous, or where projects affected more than one ward to be made quickly. The risk that decisions would not then be subject to public scrutiny would be addressed by the submission of a regular report to the Area Committee setting out decisions made under delegated powers. Option 4 Require all applications to be This option would maximise submitted to Area Committee public scrutiny of decision making on ward budget applications but would introduce potentially significant delays to the implementation of all projects.

6.2 Option three is recommended as this gives the most flexibility, reduces potential delays but provides safeguards to ensure that applications can be considered by Area Committee if members wish as well as enabling public scrutiny of decisions made under delegated powers.

7. Consultation

7.1 Consultation has been undertaken with the Portfolio Holder for Neighbourhoods and Communities who has requested this be considered by Area Committees.

8. Monitoring Officer Assurance Statement

The allocation of budget to each ward is made at the start of the year. It would seem appropriate that the discretionary power to spend it is made by the Ward Councillors subject to the restrictions placed by 2.1(i) and 2.1(ii) of the recommendations and subject to the criteria agreed by the Deputy Leader (Portfolio Holder for Finance Land and Property) and the Portfolio Holder for Neighbourhoods and Communities in August 2013.

Author: Page 175 of 220 Status: Date: 07/10/2014 Page 3 of 6 9. Section 151 Officer Assurance Statement

The City Treasurer notes the proposals to change authorisation limits as outlined in the report and is content with this proposed change in arrangements subject to all decisions being properly documented by the Assistant City Manager (Neighbourhoods).

10. Comments of Head of Human Resources

The HR City Manager has considered this report and there appears to be no HR impact.

11. Comments of Overview and Scrutiny

This report has not been subject to scrutiny (Sc4229).

12. Comments of the Portfolio Holder

I support option 3 which will allow local ward members to carry out their obligations more quickly without needing to agree with other area members when in reality there is a general concensus that local ward members have all the good reasons for the allocation of funds.

13. Conclusions

13.1 The proposal that approval of all ward budget applications is delegated to the Assistant City Manager – Neighbourhoods, except in specific circumstances, (option 3) will allow local projects to progress without delays that might be generated by the reduced frequency of Area Committees. Other options would not provide tis flexibility.

Laura Carr City Neighbourhoods and Housing Manager

Contact Officer : Jane Price Assistant City Manager (Neighbourhoods) Telephone No. : 8810

Officer Interests: None

Background Documents: - None.

Author: Page 176 of 220 Status: Date: 07/10/2014 Page 4 of 6 Implications Matrix

This section must be completed and you must ensure that you have fully considered all potential implications

This matrix provides a simple check list for the things you need to have considered within your report

If there are no implications please state

I have informed and sought advice from HR, Yes Legal, Finance, Overview and Scrutiny and the Climate Change Advisor and any other key stakeholders i.e. Portfolio Holder, Area Committee etc prior to submitting this report for official comments Is this report proposing an amendment to the budget or policy framework? No

Value for money considerations have been accounted for within the report N/A

The report is approved by the relevant Corporate Director

I have included any procurement/commercial N/A issues/implications within the report

I have liaised with Communications and N/A Marketing on any communications issues

I have completed and Equalities Impact N/A Assessment and the outcomes are included within the report I have included any equalities and diversity N/A implications within the report

Any Health and Safety implications are included N/A within the report Any human rights implications are included N/A within the report I have included any community safety N/A implications and paid regard to Section 17 of the Crime and Disorder Act within the report I have liaised with the Climate Change Advisor N/A and any environmental and climate change issues/sustainability implications are included Author: Page 177 of 220 Status: Date: 07/10/2014 Page 5 of 6 within the report

I have included information about how this report Yes contributes to City/Council/ Area priorities within the report

Author: Page 178 of 220 Status: Date: 07/10/2014 Page 6 of 6 Appendix B

Ward Budget delegations

East Area Committee

The process for considering applications was determined by this Committee on 29 May 2013. It was agreed that: a. The Area Director, following consultation with, and with the agreement of the relevant Ward Councillors for that scheme be authorised to approve schemes within that Area with a value up to £2,000 which can be signed by the Chair and funded from the appropriate Ward Community Initiative Budget/Community Safety Fund Ward allocation; b. The Area Director in consultation with and with the written approvals of the relevant Ward Councillors for that scheme be authorised to approve schemes for Community Initiative Budget/Community Safety Fund Ward allocation with a value up to £10,000, and c. That schemes identified for spend from the Community Initiative budget/Community Safety Fund Ward allocation with a value exceeding £10,000 or which are not specific to one ward, be submitted to the Area Committee for consideration.

North Carr Area Committee

The process for considering applications was determined by this Committee on 20 July 2011 (minute 29 refers). Agreed:- a. That the determination of all projects seeking funding from the Community Initiatives Budgets and Community Safety Fund (now termed Community Budget) be delegated to the Area Director in consultation with the appropriate ward councillors, where applications are at a value of £10,000.00 or below; b. that all projects that (i) are above the £10,000.00 ceiling, (ii) which impact on all of the North Carr Area, or (iii) where unanimous agreement cannot be reached between the Area Director and ward councillors, be referred to the North Carr Area Committee for consideration, and c. that a quarterly monitoring report of the Community Initiatives Budget be submitted to this Committee.

Northern Area Committee

The process for considering applications was determined by this Committee on 17 January 2005 (minute 87 refers). The procedure requires that funding requests (i) of more than £10,000; (ii) that affect more than one

Page 179 of 220 Appendix B ward, and (iii) where unanimous agreement cannot be reached by ward councillors, be considered by the Northern Area Committee.

Park Area Committee

The process for considering applications was determined by this Committee on 6 November 2003 (minute 60 refers)

The procedure requires that the Area Director be authorised to approve or reject applications for funding from the budgets for this and future years, up to a maximum of £10,000 in each ward after consultation with Ward Members.

Any applications over £10,000 must be approved by the Area Committee.

Riverside Area Committee

The process for considering Area Fund applications was determined by the Riverside Area Committee on 12th June 2013 (minute 20). The procedure requires funding (capital and revenue) requests (i) with a value of £10,000 or less to be delegated to the Area Director (Riverside, West & Wyke) following consultation with the relevant Ward members, and (ii) (ii) with a value greater than £10,000, affecting one or more Wards and where unanimous agreement cannot be reached by Ward members, to be considered by the Area Committee.

West Area Committee

The process for considering applications for funding from the Community Initiatives Budget was previously determined by this Committee. The procedure requires that funding requests (i) of more than £10,000; (ii) that affect more than one ward; (iii) applications for Section 106 funding; or (iv) where unanimous agreement cannot be reached by relevant ward councillors be considered by the West Area Committee.

Wyke Area Committee

The process for considering Area Fund applications was determined by the Wyke Area Committee on 19th October 2011 (minute 57 refers). The procedure requires funding requests (i) of more than £5,000 revenue funds or £10,000 capital funds; (ii) that affect more than one ward, and (iii) where unanimous agreement cannot be reached by Ward Councillors, to be considered by the Wyke Area Committee.

Page 180 of 220

Report to the West Area Committee Wards: Boothferry, 15th October 2014 Derringham and Pickering

West Area Funds

Report of the City Neighbourhoods and Housing Manager

1. Purpose of the Report and Summary

1.1 To advise the Committee on the budget for West Area in relation to the Ward Budgets, Pickering Community First, Section 106 Monies, Housing Area Based Spend, Estate Management Environmental Works including the West Area Enhanced Environmental Work (including fencing) budgets.

1.2 To seek Committee agreement to the allocation of Housing Revenue Account (HRA) funds.

2. Recommendations

2.1 The Ward budget balance for each ward as set out in paragraphs 3 be noted.

2.2 That the sum of £3,950 be approved from Area Based Spend for the installation of height restriction barriers at Millport Drive, Torpoint Drive and Woolwich Drive.

2.3 That the sum of £490 be approved from the Area Based Spend for the installation of gates on the access to a garage area on Ashby Road.

2.4 That the sum of £631.30 be approved from the Area Based Spend for the alteration of an existing car park area on Elgar Road.

2.5 That the sum of £800 be approved from the Area Based Spend for the preparation of a Community Garden on Netherton Road.

2.6 That the balance for the Area Based, Estate Management and Enhanced Environmental Budgets as set out in paragraphs 4 be noted.

Author: Amy Lowe/Tracey Butterworth Page 181 of 220 Status: FINAL Date: 22/09/2014 Page 1 of 5

3. Issues for Consideration

3.1 Funds available to Boothferry Ward 2014/2015

Funds Amount available to Amount remaining spend in 2014/2015

£ £ Ward budget (revenue) 8,081.00 5,081.00 Ward budget (capital) 42,534.00 17,762.03 Section 106 4,000.00 4,000.00

3.2 Funds available to Derringham Ward 2014/2015

Funds Amount available to Amount remaining spend in 2014/2015

£ £ Ward budget (revenue) 7,669.00 4,981.00 Ward budget (capital) 40,364.00 31,465.66 Section 106 2,516.00 2,516.00

3.3 Funds available to Pickering Ward 2014/2015

Funds Amount available to Amount remaining spend in 2014/2015

£ £ Ward budget (revenue) 8547.00 0 Ward budget (capital) 44,983.00 42,342.16 Section 106 1,289.00 1,289.00

3.4 Pickering Community First 2014/2015

Funds Amount available to Expenditure spend in 2014/2015

£ £ £16,963.00 Hull Stingrays £2,480.00 Community Project Middle Child £2,031.00 Theatre Hull Scorpions £2,500.00 Baseball Community Project

Author: Amy Lowe/Tracey Butterworth Page 182 of 220 Status: FINAL Date: 22/09/2014 Page 2 of 5 Balance £6,552.00 remaining (after previous grants

4. Housing Revenue Account (HRA)

4.1 Area Based Spend Budget

Ward Description Location Total Pickering Height restriction Millport Drive, £3950.00 Ward barriers on car park Torpoint Drive & entrances Woolwich Drive Pickering Gating to garage Between 70 and £490.00 Ward area 72 Ashby Road Pickering Alteration to existing Elgar Road £631.30 Ward car park entrance Pickering Preparation of land Netherton Road £800.00 Ward for a community garden Balance £11,156.70

4.1.1 Despite ongoing work to stop unauthorised gypsy and traveller encampments in the area, the resident car parks serving the three high-rise blocks on Boothferry Estate continue to be targeted by the travellers. To deter future unauthorised encampments at each of the three sites, height restriction barriers are proposed to the entrance to each car park at a cost of £1,300 each. In addition to the cost of fabricating and installing the barriers, 20 keys are required at a cost of £50 for distribution to the emergency services, waste management and Housing colleagues who managed the sites

4.1.2 In response to a serious community safety incident on Ashby Road, it is recommended by Community Safety partners that a gate be installed at the entrance to a ten-foot that is used to access Council garages on Ashby Road. The gates will improve the security of the garage area, reduce the fear of crime to users of the area and adjoining properties and reduce footfall by non-residents.

4.1.3 The current entrance to the car park area at the side of 137 Elgar Road results in some space not being available for parking. By moving the entrance a further two car parking spaces can be created. The price of the project includes an “H” bar to prevent people parking over the access from the highway.

4.2 Estate Management – Environmental Works

Author: Amy Lowe/Tracey Butterworth Page 183 of 220 Status: FINAL Date: 22/09/2014 Page 3 of 5 Ward Description Location Totals Derringham Removal of three trees as Coronation £860.00 Ward potential damage to fabric Road North of the property Boothferry Clearance of bungalow Arcon Drive £2157.00 Ward communal garden area Balance £2623.00 4.3 Enhanced Environmental

Ward Description Location Totals Balance £8400.00

5. Issues for Consideration

5.1 Members should firstly determine whether they wish to support the projects outlined in paragraph 4.1 and then determine to what level they wish to support them. In determining each application, Members must have regard to the HRA funding criteria when evaluating applications.

6. Options and Risk Assessment

6.1 In considering the options it should be borne in mind that the risks to the Council are limited. The request for funds is within the total available balances for the Wards. Applications should be considered on their own merits and funding allocated in accordance with the specified criteria for the budgets and the Council’s powers to ensure appropriate use of Council funds. Projects should demonstrate value for money and have a positive impact for the community.

7. Monitoring Officer Assurance Statement

7.1 The projects seem appropriate for the nature of the funds.

8. Section 151 Officer Assurance Statement

8.1 The Sect 151 Officer notes the report and has no further comment.

9. Comments of Head of Human Resources

9.1 The City HR Manager notes this report. There are no HR implications.

10. Comments of Overview and Scrutiny

10.1 This report has not been subject to scrutiny. (Ref. Sc4267)

11. Conclusions

Author: Amy Lowe/Tracey Butterworth Page 184 of 220 Status: FINAL Date: 22/09/2014 Page 4 of 5 11.1 Area funds are intended to contribute to schemes within local neighbourhoods for the benefit of local communities and applications within this report contribute towards that outcome.

Laura Carr City Neighbourhoods and Housing Manager

Contact Officer: Amy Lowe & Tracey Butterworth Telephone No. : 01482 616990

Officer Interests: None

Background Documents: None

Author: Amy Lowe/Tracey Butterworth Page 185 of 220 Status: FINAL Date: 22/09/2014 Page 5 of 5

Page 186 of 220

Briefing Paper to the West Area Committee Wards: Boothferry 15th October 2014 Derringham and Pickering

Community Safety Briefing

Briefing Paper of the City Neighbourhoods and Housing Manager

1. Purpose of the Paper and Summary

This briefing paper updates members on community safety activities in the West Area and includes an update on the current ward priorities and issues arising in the wards.

2. Boothferry Ward

2.1 Update on current community priorities

Priority 1 Environmental Issues – Lomond Road

Gating scheme coordinators have successfully collected the signatures needed from the residents of Lomond Road in order to go ahead with gating the tenfoot to prevent unauthorised fly-tipping. The gates are expected to be erected late October/early November and will be followed by a clean up of the tenfoot.

A roofing contractor that dumped roofing materials in the Lomond Road tenfoot is due to appear in Court in October after evidence was found among the flytip.

Priority 2 Increasing Activity for Health Benefits (Women and Girls)

In March 2014 a questionnaire called ‘Fit, Fun and Healthy’ was included in the Boothferry Ward newsletter asking residents what activities would encourage them to take part in exercise. There was a good response to the questionnaire which helped Sports Development put on additional activities across the West Area. These activities added to a number of classes that were already taking place and have been well received by the residents.

Author: Neighbourhood Co-ordinators Page 187 of 220 Status: FINAL Date: 07/10/2014 Page 1 of 8 2.2.1 Further actions for the above priorities will be determined at Neighbourhood Tasking meetings.

2.3 Neighbourhood Policing Team (NPT) Update

2.3.1 There has been an increase in shed and garage burglaries primarily along the streets off Spring Bank West. The Police have secured overtime, working from 8 pm – 3am to tour the tenfoots.

2.4 Neighbourhood Nuisance Update

2.4.1 A letter drop has been completed for Eastfield Road and Belgrave Drive regarding flytipping in the tenfoot following complaints from residents.

2.4.2 The Neighbourhood Nuisance Team sought legal advice in regards to a tenant of Lindsey Place who was issued a fixed penalty notice for growing a cannabis plant. The tenant was given a written tenancy warning.

3. Derringham Ward

3.1 Update on current community priorities

Priority 1 Reduce shed and garage burglary

The Police continued to target neighbourhoods across the ward and in November 2013 targeted a crime reduction initiative on Wold Road and the surrounding area. The initiative included home security surveys and the provision of free crime reduction equipment including alarms, pad bolts, locks and home security signage. This has led to a drop in the number of crimes in the last 12 months although 9 garages were broken into over a weekend. The Ward Councillors continue to provide a substantial grant towards a gating scheme for tenfoots and the Police offer support to residents wanting gating schemes.

Priority 2 Parking issues around schools

The Neighbourhood Co-ordinator worked with the three primary schools in the ward and parking enforcement officers to address safety concerns in relation to parking around schools. A banner for each of the schools has been designed and displayed at the school gates to raise awareness of the problem and to highlight the benefits of walking to school. The banners have been effective at two of the three local primary schools with a reduction in cars parking at the entrance. The banners were funded from the ward budget. A local public house was contacted and asked whether they would allow parents to leave their cars in the car park and walk the children to school. The request was declined on the grounds of health and safety regarding delivery times coinciding with school start times and the potential hazard to pupils. The Council’s parking officers have visited the schools and provided talks about Author: Neighbourhood Co-ordinators Page 188 of 220 Status: FINAL Date: 07/10/2014 Page 2 of 8 road safety. The issue has been raised in the Ward Newsletter.

Priority 3 Encourage People to Cycle

The Neighbourhood Co-ordinator has liaised with cycle groups with a view to understanding their needs. The priority supported the Council wide initiative ‘Rusty Riders’ to encourage cycling. Cycle lanes on Willerby Road were identified and the Transport Development Team is researching the feasibility of such a project.

Additional cycle training has been provided for schools by members of the local cycling clubs to improve road safety and promote cycling as a hobby.

A family cycle training session and free safety checks have been held.

3.2 Neighbourhood Policing Team (NPT) Update

3.2.1 PC Brack has been appointed to the Neighbourhood Policing Team with responsibility for the Derringham Ward.

3.2.2 The Police have held a number a number of cycle marking sessions across the ward throughout the summer period.

3.2.3 Officers continue to promote the benefits of gating schemes to residents and provide assistance if necessary to obtain approval from all householders.

3.3 Neighbourhood Nuisance Team (Update)

3.3.1 Housing Mangers are overseeing the re-housing of a tenant from Burnby Court.

3.3.2 A possession order is being sought for a flat on Dayton Road and the Public Protection Team is to bring a prosecution for noise nuisance against the tenant.

3.3.3 Notices seeking possession have been served on joint tenants of a property on Wymersley Road regarding persistent nuisance.

3.3.4 An anti social behaviour order has been given to a female tenant of Wymersley Road regarding nuisance, harassment and wasting police time.

Author: Neighbourhood Co-ordinators Page 189 of 220 Status: FINAL Date: 07/10/2014 Page 3 of 8 4. Pickering Ward

4.1 Update on current community priorities.

Priority 1 Green spaces of Boothferry South including Gower Park, BSF sites and former Tilbury school site

Works are now complete on both the cinder track and land where the former Bethune Primary school was sited. There have been some delays on the site of the former Tilbury Primary School due to water standing on the newly constructed path but BSF hope to get this rectified with a longer term solution. Once opened the plants and grass should also be more established. There will some raised beds for the community to use on the Tilbury Greenspace. The use of these beds has been advertised through the Pickering ward newsletter.

The Area Team, working with the Council’s Property Team, are currently working on a lease for Sirius Academy to carry out a community garden project on unused housing land off Netherton Road.

The former park ranger depot buildings on Gower Park remain on a list for demolition with Property Services due to the ongoing problems with vandalism on the buildings and complaints from residents about them looking unsightly and creating a shield for anti-social behaviour. The demolition process should be complete by the end of December 2014.

Priority 2 Reduce shed and garage burglaries

Police to make referrals to Probe for anyone requiring target hardening measures/equipment.

Police have attended events across the ward over the summer period to provide cycle/scooter marking and safety advice including Pickering Park fun day and Costello fun day.

The West Area Team has worked closely with the neighbourhood police team to carry out door knocking exercises in the Graham Avenue/ St Nicholas Avenue area to promote the gating schemes and collect signatures following a big clean up on the triangular piece of land by the Community Payback Team.

Priority 3 Environmental issues in the Gipsyville Shire streets area.

Further gating schemes have been installed on the Shire Street alleyways with 100% funding from Pickering ward budgets. Further packs have been sent out as requested by local residents.

Author: Neighbourhood Co-ordinators Page 190 of 220 Status: FINAL Date: 07/10/2014 Page 4 of 8

4.2 Neighbourhood Policing Team (NPT) Update

4.2.1 West NPT officers from Pickering Ward held two cycle marking events at the end of August - one at Peter Pan Park and another at Pickering Park. Officers spoke to anyone with crime/anti social behaviour related issues as well as marking cycles for registration onto the Immobilise website.

4.2.2 In the area of Saltash Road there were a number of garage break-ins on 13th and 14th August 2014. The NPT gave out advice to local residents in order reduce the risk of being the victim of a crime.

4.2.3 Humberside Police responded to a burglary on Tilbury Road, where an unknown offender(s) entered the property’s rear garden before forcing entry into a shed and stealing a gold coloured BMX Haro 300.3 cycle with red wheel trims and a Black and Decker cordless drill.

4.2.4 Humberside Police investigated an incident whereby a motor vehicle parked securely on Anlaby Park Road South was damaged. The incident occurred on Friday 8th August 2014. The offender(s) approached the secure vehicle and using unknown means scratched the letters from the side of the van.

4.2.5 West Neighbourhood Policing Team investigated a burglary to a garage on Pickering Road where a white Giant Mountain Cycle was stolen. The cycle has red disc brakes front and back with distinctive plaited silver brake cables. The offence occurred on 28th August 2014.

4.2.6 On 27 August a four year old girl was seen being led by the hand towards the aviary from the playground area by two women and a male. The girl's mother had been looking after her other children when the girl wandered off and was met by the male and females within the children's play area. Police later received a call in response to an appeal, from the male involved to say that the two women were both of a vulnerable nature and had only been trying to be friendly without realising the situation. Police have accepted this and are no longer treating the incident as a crime which was initially the case.

4.2.7 West NPT officers attended a report of cannabis cultivation at an address on Gower Road and discovered that the tenant was growing 4 plants in a tent in the front bedroom. The plants were seized and also the equipment. The woman was later interviewed and a decision will be made as to whether she faces prosecution

Author: Neighbourhood Co-ordinators Page 191 of 220 Status: FINAL Date: 07/10/2014 Page 5 of 8 via the courts or not. Another suspect will also be interviewed as soon as possible.

4.3 Neighbourhood Nuisance Update

4.3.1 The Neighbourhood Nuisance Team completed a letter drop down the shires highlighting ways to contact the Neighbourhood Nuisance Team.

4.3.2 The Neighbourhood Nuisance Team attended court and was awarded a Demotion Order against a tenant of Surrey Garth for cannabis cultivation.

4.3.3 The Neighbourhood Nuisance Team made a referral to the Victims’ Champion for a resident down Gower Road who is witnessing nuisance and needs extra support.

4.3.4 The Neighbourhood Nuisance Team made a referral to public protection for further investigation into noise nuisance from a property in Millport Drive.

4.3.5 The Neighbourhood Nuisance team took part in a city-wide project called ‘Not in my Neighbourhood Week’ in August to raise an awareness of how to report anti-social behaviour. During this week the team carried out letter drops to Gower Rd, Torpoint, Woolwich, Millport, Elgar Road, North Road and the Shire streets. The following businesses were engaged with - Sainsbury’s, Hairdressers, Paper Shop, Take Aways, Sandwich Shop/Deli. High visibility patrols also took place on Pickering Park and Gower Road and Park.

5. Environmental Enforcement Update

5.1 Environmental Neighbourhood Nuisance officers continue to patrol the Boothferry, Derringham and Pickering Wards to monitor problematic properties in relation to waste on land, untidy land and dog fouling. Inspections also take place with regards to flytipping hot-spots to investigate proactively possible causes for complaints within the Ward. Letter drops are carried out in the area to promote local residents to contact the Council and identify any perpetrators for these offences.

Author: Neighbourhood Co-ordinators Page 192 of 220 Status: FINAL Date: 07/10/2014 Page 6 of 8

5.2 The following figures represent the number of cases received during August.

New complaints received this month

Classification West Citywide Dog Fouling 1 23 Flytipping 6 82 Littering 0 15 Nuisance Vehicles – Sales / Repair of Vehicles 0 3 Shopping & Luggage Trolleys 0 1 Unlawful Advertisements 1 2 Untaxed / Abandoned Vehicles 1 12 Untidy Land 22 162 Waste Burning – Businesses 0 2 Waste Collection Problems 1 19 Total 32 321

Actions carried out during this month

Enforcement Notices served Total 7

Fixed Penalty Notices issues Total 0

Prosecutions submitted to Legal Services Total 1

Advice / Guidance Total 22

Formal Warnings Total 13

Waste Enforcement Audits Total 5

Fixed Penalty Patrols Total 0

6. Fire and Rescue Update

6.1 For the period June to August 2014 there has been one primary fire across the West Area being the deliberate fire of a motor vehicle.

6.2 There have been 5 accidental dwelling fires.

Author: Neighbourhood Co-ordinators Page 193 of 220 Status: FINAL Date: 07/10/2014 Page 7 of 8 6.3 There have been 12 secondary fires across the West Area, being deliberate rubbish fires.

7. Community Payback Update

7.1 Nominations for Community Payback tasks can be made through http://hlnycrc.co.uk/what-we-do/nominate-a-project/. The Community Payback team has minimal staff and a large area to cover (Hull & East Riding) so the scheme operates on a nomination basis.

8. Conclusions and Next Steps

8.1 The ward priorities will be monitored by the Area and Neighbourhood Tasking groups at monthly tasking meetings. Neighbourhood Co- ordinators will also continue to update Ward Councillors through member briefing meetings.

8.2 Members will continue to prioritise Community Payback through member briefings.

Laura Carr City Neighbourhoods and Housing Manager

Contact Officer: Jenny Boughen - Telephone 616986

Officer Interests: None

Author: Neighbourhood Co-ordinators Page 194 of 220 Status: FINAL Date: 07/10/2014 Page 8 of 8

Briefing Note to the West Area Committee 15th October 2014

West Area Neighbourhood Management Update

Briefing Note of the City Neighbourhoods and Housing Manager

1. Purpose of the Briefing Note and Summary

1.1 To provide an update to the West Area Committee on ward activity across the Area.

2. Boothferry Ward Updates

Achievements

2.1 ‘Bring Out Your Rubbish Day’ events were carried out on 2nd August (Eastfield Road, Belgrave Drive, Westfield Road and surrounding area) and 9th August (Calvert Lane, Calvert Road, Arcon Drive and Sorrel Drive estate). Both events were well received by residents.

2.2 A paved area has been installed next to the coffee shop at Peter Pan Park. This provides the Friends of Peter Pan Park with a suitable surface for tables and chairs to serve refreshments to park users.

2.3 Volunteers from the Anlaby Park Community Library have now taken over the running of the library by signing a 7-year lease. The group has been successful in raising funds by holding a fun day in the grounds of the library. With support from the Ward budget, work will begin in the coming months to refurbish the building.

2.4 Representatives from the Area Team attended the Windmill Children’s Centre Parents’ Group and Costello Fun Day that was held at the Costello Stadium on 24th July. The event provided the opportunity to ask families about possible future developments in the Peter Pan Park. Funding streams to support regeneration of the site are being explored which includes the potential allocation of s.106 funds.

Progress Updates

2.5 Further to the request for some form of pedestrian crossing on Pickering Road near to the Peter Pan Park, a consultation document is to be sent to the properties on Pickering Road to gain residents’ views

Author: Neighbourhood Co-ordinators Page 195 of 220 Status: Final Date: 07/10/2014 Page 1 of 6 on a potential location. Past consultation on a stated location for a crossing had not been supported by near-by residents.

2.6 The gates for the Lomond Road gating scheme have now been ordered and are expected to be erected by the end of October in order to alleviate the issues of fly-tipping in the tenfoot.

2.7 The Sport Turf Research Institute (STRI) has been commissioned to carry out a survey of the Costello Fields with a view to addressing the flooding issues along the boundary with the houses on Southern Drive. Recommendations have been made and residents will be advised of the proposed works and invited to attend a drop-in to discuss any questions or concerns. The Neighbourhood Coordinator is expecting to arrange this for mid to late October.

Future plans

2.8 Community Drop-in Sessions have been arranged for Tuesday 11th November between 2.30 and 4.00 pm and 5.00 and 6.30pm at the Calvert Centre, Calvert Lane.

2.9 Bollards are to be installed along the western side of North Road to address the problem of vehicles churning up the grass verge. The bollards are to be placed between other physical barriers that already exist such as trees, lamp-posts and sign posts. Residents will be advised of the proposed work.

2.10 Speed surveys are to be carried out along Trenton Avenue, Faversham Avenue and Norland Avenue following resident concerns that vehicles are speeding along this route in order to avoid queues at the traffic lights on Anlaby Road.

3 Derringham Ward Update

Achievements

3.1 A Family Fun Day event was held at Wymersley Park, on Saturday 9th August. The event was well attended with children and young people enjoying a wide variety of activities including football skills training, netball, inflatables, face painting and much more.

3.2 The pupils of Wold Academy and Priory Primary School received additional cycle training from representatives of local cycling clubs to promote road safety and cycling as a hobby. The training was timed to coincide with the start of the Tour De France in Yorkshire and proved very popular with the pupils.

Author: Neighbourhood Co-ordinators Page 196 of 220 Status: Final Date: 07/10/2014 Page 2 of 6 3.3 A ‘Bring Out Your Rubbish event’ was held in the Manor Road and Westlands Road area. The event was extremely popular and a large amount of rubbish was collected.

3.4 The long grass was cut on the playing field at the site of former Education Centre, Coronation Road North to enable children to use the field during the school holidays.

3.5 A new parent group is using the recently refurbished Bowling Pavilion, Wymersley Park, for regular meetings. A Neighbourhood Tasking meeting was also held at the pavilion to promote its use as a community facility amongst our partner organisations.

3.6 The Ward Councillors and Area Chair met with Groundwork (management team) to discuss future operation and plans for Springhead Golf Course. Further networking opportunities will be arranged.

3.7 300 children from the local primary schools and the four special schools across the city attended a free fun and games event to mark the installation of a wheelchair friendly roundabout at Wymersley Park. The aim of the event was to promote inclusive play between children of different ages and abilities. The activities included wheelchair rugby, basketball, soft ball tennis, golf, archery, new age kurling and table tennis. Refreshments were supplied by a local supermarket. The feedback was very positive and many pupils have sent thank you letters. A competition was held to complete the statement ‘the roundabout is important because...’ The winning caption was ‘it signifies the coming together of all walks and wheels’. The winner received two free tickets to watch Hull City.

Progress updates

3.8 The additional no entry signs for the one-way traffic system around Moorhouse Road are to progress and will be installed in the near future.

3.9 The ward Councillors are meeting with senior highways staff to discuss parking regulations on Coronation Road North near to the entrance to the former Education Centre site now that the centre has been demolished.

Future plans

3.10 Residents of Bristol Road are to be consulted by the Traffic Development Team regarding a number of options to improve traffic flow and parking in the area. A preliminary survey held earlier this year by West Area Team revealed a small majority of residents in favour of a one-way system.

Author: Neighbourhood Co-ordinators Page 197 of 220 Status: Final Date: 07/10/2014 Page 3 of 6 3.11 A mobile ward forum visiting three locations across the ward is planned for Monday 20 October. The bus will visit the Wold Academy, Ledbury Road and Westlands Road between 3pm and 7.15pm.

3.12 A newsletter publicising details of the mobile ward forum and promoting the availability of the Bowling Pavilion, Wymersley Park, for community events will be delivered across the ward in early October. The newsletter also provides feedback on the ward priorities.

3.13 A ‘Bring Out Your Rubbish event’ has been organised for the residents of Hotham Road South for late October. Letters informing residents of what will be collected and when will be delivered in due course.

4. Pickering Ward Update

Achievements

4.1 Following positive feedback from public consultation about the Wiltshire Road Nature Area a volunteering event has been organised in partnership with Yorkshire Wildlife Trust for Saturday 8th November. It is hoped that a good turn out will help establish a committed volunteer group to help move this project forward.

4.2 Following complaints from local residents about litter near the Sainsbury’s Store, the Neighbourhood Coordinator met with the store manager who has arranged for two new bins to be installed and agreed for them to be emptied on a regular schedule.

4.3 Despite Pickering Park being secured with bollards and gates, the sports field area within the park has recently been used for an illegal encampment by travellers. Due to prompt action the encampment was removed from the park swiftly, and the area left clean with any damage repaired.

4.4 During the summer months several events took place in the Pickering Ward such as the Costello & Windmill Parents Group Fun Day, Pickering Park Fun Day & Peter Pan Park concert. Each event was very well attended and received support from a fantastic group of volunteers locally from the ward. Not only did the volunteers help on the day but they also help to bring in funding, ideas and planning and therefore received thanks and recognition for their efforts in the Pickering newsletter.

4.5 A Pickering newsletter was sent to all residents of Pickering Ward in October 2014.

Progress Updates

Author: Neighbourhood Co-ordinators Page 198 of 220 Status: Final Date: 07/10/2014 Page 4 of 6 4.6 Funding to install a pedestrian footpath to make access to a bus stop on Summergroves Way easier for local residents is currently being considered by Ward Members.

4.7 Support and funding to have gates installed in the Shire Streets remains available for residents to help target fly-tipping and litter hot spots in the neighbourhood.

4.8 The Area Team, working with colleagues in the Council’s Property Team, are currently working on a lease for Sirius Academy to carry out a community garden project on unused housing land off Netherton Road.

4.9 Street lighting improvements to Taunton Road will be complete by the end of October 2014. The project has been funded by the Pickering Ward Community Budget and includes new columns and white LED lighting.

4.10 Following recent illegal encampments on Woolwich Drive car park area, the Neighbourhood Coordinator is working on a project to install height restriction barriers on the entrance to the three car parks on Boothferry estate high-rise flats. Signage will also be erected to inform of CCTV in operation and bollards have been installed on entrance to the Millport car park to secure the area. Letters have been sent to all tenants in the flats to inform them of the planned works which should be complete by mid November.

4.11 Works are now complete on both the cinder track and land where the former Bethune Primary school was sited. There have been some delays on the site of the former Tilbury Primary School due to water standing on the newly constructed path but BSF hope to get this rectified with a longer term solution. Once opened the plants and grass should also be more established. There will some raised beds for the community to use on the Tilbury greenspace. The use of these beds has been advertised through the Pickering newsletter.

Future plans

4.12 The Friends of Pickering Park have successfully sourced funds to improve the children’s play area within the park. They are currently exploring options to install further play equipment for the benefit of younger park users.

4.13 An audit of litter bins within Pickering Ward has been completed. Works to replace litter bins have been instructed, and options to install further bins in litter hot spots are being explored.

4.14 Following a site visit with a representative from Streetscene, areas on Boothferry Estate have been selected for potential parking schemes.

Author: Neighbourhood Co-ordinators Page 199 of 220 Status: Final Date: 07/10/2014 Page 5 of 6 Once final costings have been agreed local residents will be consulted on proposals.

4.15 A programme of ‘Bring Out Your Rubbish Days’ has been scheduled from October 2014 to April 2015. Residents will be informed by letter shortly before the collections for their area which have been funded by the ward budget.

Laura Carr City Neighbourhoods and Housing Manager

Contact Officer: Les Adams, Neighbourhood Co-ordinator Telephone No. : (01482) 616996 Officer interests: None Background Documents: None

Author: Neighbourhood Co-ordinators Page 200 of 220 Status: Final Date: 07/10/2014 Page 6 of 6

Briefing Note to the West Area Committee 15 October 2014

Severe Weather Arrangements

Briefing Note of the City Neighbourhoods and Housing Manager

1. Purpose of the Briefing Note and Summary

1.1 This briefing note outlines the arrangements in the West Area for responding to severe winter weather.

2. Background

2.1 The Committee has previously received briefing papers on this issue and the Chair requested an update on arrangements for 2014/15, particularly in respect of winter maintenance (gritting) and support for vulnerable residents during prolonged bad weather.

3. Issues for Consideration

Gritting

3.1 Each year Streetscene Services review gritting routes for both footways and Highways and make any necessary amendments. There are no proposals to change any of the routes in West for 2013/14. The Area Team has details of these routes and the triggers for action as well as maps showing the location of grit bins in the West Area, which are due to be rechecked and filled as necessary this month.

3.2 During a period of prolonged snow and/or ice health centres, schools and colleges, residential homes and sheltered properties and essential local facilities will receive extra attention and there are plans for grit to be delivered to the end of streets for residents to use if circumstances required this. Requests for additional grit bins have been passed to the Assistant City Manager - Transport and Asset Management for action.

3.3 Building on the successful use of social media in previous years, the Councils’ communications team will be used to provide information to (and receive information from) residents through the Council’s website, Twitter and Facebook, as well as through the Call Centre and Customer Services.

Page 201 of 220 Protocol for Local Resilience Forum Multi Agency Communication during Severe Weather events

3.4 In the event of severe weather the Local Resilience Forum responding organisations have prepared plans which set out the arrangements to communicate both in the event of a declared emergency and in the event of a forecast or actual severe weather that does not meet the definition of an emergency.

3.5 A multi agency teleconference is triggered when

The MET Office issues an amber or red warning for a severe weather event The MET Office issue a Level 4 Cold Weather Warning The EA Flood Advisory Service teleconference decides that a wider multi agency discussion is required

Or if any responding organisation considers it necessary following advice from the MET Office, or conditions cause or threaten to cause a significant risk of human illness, prolonged disruption to transport, food, utilities, health service, difficulties maintaining critical functions and require support from other organisations.

3.6 A teleconference between NHS England, Yorkshire Ambulance Service, East Midlands Ambulance Service, Public Health England and Local Authorities is triggered when the MET Office issues a level 3 Cold Weather warning or when conditions cause a surge in demand for Health and Social Care that cannot be managed within existing structures.

3.7 If any responding organisation considers that any of the triggers have been reached they should use the Humber LRF Mass Notification software to convene a teleconference with the appropriate group.

3.8 Because of the changeable nature of weather and flood forecasting all responding organisations are encouraged to take part in any severe weather teleconferences that affect the Humber area even if they are not affected.

The aim of the teleconference is to Share intelligence about the severe weather and discuss key risks Provide mutual support where appropriate Consider whether additional groups should meet eg. Communications Group or the 4x4 cell Confirm preparatory actions by each organisation Consider if an emergency should be declared – (the trigger to activate the Council’s emergency management arrangements)

Page 202 of 220 3.9 Access to 4 wheel vehicles has been identified as being a key requirement during a heavy snow fall event or a flooding event. Organisations with access to 4x4 vehicles have agreed to communicate during disruptive weather to discuss whether existing resources can be shared between partners. Organisations invited to the teleconference are Cat 1 and 2 responders, Voluntary Sector organisations including, Yorkshire 4x4 Response, Lincolnshire 4x4 Response, LCAT 4x4 Response, BRC and St Johns Ambulance.

3.10 Military contact details are included as part of the teleconference so that they are aware of the evolving situation and issues. Any requests for Military aid would need to be made in accordance with established protocols.

HCC Flood and Severe Weather Response Plan

3.11 In the event of severe weather the Council has operational plans to with fluvial and pluvial flooding, severe gales, heavy snow and icy roads, thunderstorms and lightening, heat and sun, dense fog. This plan is triggered by warnings issued by the EA and MET Office.

Information Sharing Agreement

3.12 For the purpose of identifying and assisting vulnerable people or households affected by an emergency or potential emergency, the Information Sharing Agreement creates a framework for the formal exchange of personal information and intelligence between the partners to the agreement listed below

Anglian Water East Midlands Ambulance Service East Riding of Yorkshire Council Hull City Council Humberside Fire Humberside Police NHS England North East Lincolnshire Council North Lincolnshire Council Northern Power Grid Severn Trent Water Yorkshire Ambulance Service Yorkshire Water

HCC Emergency Management Arrangements

3.13 The Council’s emergency management arrangements will be triggered following the outcome from the multi agency teleconference in line with the LRF Protocol

Page 203 of 220

3.14 The Council’s plans dovetail with the multi agency arrangements.

3.15 In addition to these corporate arrangements, the West Area Team has a business continuity plan which includes the use of staff and partners to visit and support elderly or vulnerable residents who are experiencing particular problems as a result of the weather conditions. The Area Team has collated information about the services provided by community groups in the area who could provide support for local residents in the case of severe weather and will look to make this information available to residents, and work with groups to investigate the potential for using their volunteers to assist with visiting residents who are unable to leave their homes due the conditions.

3.16 Humberside Emergency Planning Services have also produced a leaflet ‘Let’s Get Ready for Winter’, which is available on the Council’s website or in hard copy. The Area Team has copies which can be made available at forthcoming forums. In addition Humber Emergency Planning are keen to work with any community group to develop Community Preparedness Plans which help local communities think about the impact of a variety of incidents and determine what action they can take both to prepare and respond if an incident should occur.

Conclusions and Next Steps

4.1 Considerable work has been undertaken in the last few years to strengthen the Council’s preparations for severe weather and its ability to respond. Emergency arrangements are regularly tested to ensure their resilience through scenario based exercises, including both severe weather and flooding.

Laura Carr City Neighbourhoods and Housing Manager

Contact Officer : Jane Price Telephone No. : 1941

Background Documents: - None

7 October 2014

Page 204 of 220 October 2014

West Area Committee

Update Summary on Resolutions Passed

Minute/ Resolution Officer Action/Response/Expected Outcome Date Resolution Date

Part 1 – Issues raised at the meeting held on 16 July 2014 (2) Minutes of the Meeting Held on Wednesday 28th 16.7.14. May 2014

b. That the Town Clerk advise the Committee why b. Town Clerk b. The Town Clerk has advised b. Request Deletion no action had been taken in relation to minute (Ian Democratic Services only cover 158a. Anderson) formal meetings agreed by Council at its meeting on the 19th June 2014 when it determined the annual cycle of meetings (Ian Anderson)

(3) Petition – Maintenance and Modifications to the 16.7.14. Road Surface Along Pickering Road

a. That the Highways Department is to provide by a. Assistant a. Information provided on 18th July a. Request Deletion Friday 18th July the following information: City Manager 2014 (Sheila Henley) (Transport (i) The 5 year programme of works as detailed and Asset within the supporting report Management) (Graham (ii) The specific priorities relating to the West Hall) Area

(iii) Additional detail regarding the existing traffic calming measures referred to in paragraph 3.4 i.e. the “redundant” flashing speed signs.

Page 205 of 220 1 October 2014

b. That the concerns of the Committee in relation b. Corporate b. Referred as requested to communications and disingenuousness by Director Highways employees regarding the resources (Trish Dalby available through Area Committees is referred to the Corporate Director for City Services, and

c. that the resurfacing of Pickering Road is referred c. Democratic c. Referred as requested by Sheila c. To be monitored to the Portfolio Holder following receipt of the Services Henley. The scheme is already in the through Ward briefings - petition. Officer programme and it is intended to pull it Request Deletion (Richard forward and this will be confirmed Pawson/ once the business planning process Dorinda takes place later in the financial year Guy) (Sheila Henley)

(10) Fortnightly Refuse Collection and Bin 16.7.14. Contamination Update

a. That the detail around the savings that have a & b a. Information provided on 17th July a. Request Deletion been delivered through the implementation of Sustainable 2014 (Paul Thomas) fortnightly collections be circulated to the Waste Committee, and Development Officer b. that information on the arrangements for the (Paul b. The query related to the b. Request Deletion collection of clinical waste be circulated to the Thomas) prioritisation of the collection of Committee. clinical waste following a strike day. This will be planned in should further strike days occur (Adam McArthur) (11) Community Infrastructure Levy 16.7.14. a. That the Community Infrastructure Levy list a & b a & b Monitor should be reviewed and updated with any Planning reference to Community Initiatives or Ward Policy Budgets as alternative funding sources be Manager removed and more clarification provided around (Neville Page 206 of 220 2 October 2014

the “total costs” information, and Brown)

b. that meetings should be held with Ward Members to discuss issues in their areas.

(12) West Housing Quarterly Performance a. The 16.7.14. Landlord a. That the comments of the Committee in relation Services to the application of statistical analysis be reported Manager to the service, and (Jane Redpath) b. that the cleaning schedules for resident parking b. Assistant b. A representative of Streetscene b. Monitor areas be confirmed. City Manager Services will attend the next round of Neighbourho Ward Member briefings to discuss ods (Jane revised street cleansing schedules, Price) Street cleansing of resident parking areas will be discussed at the briefings (Jane Price) (14) Area Funds b. Assistant b. S.106 schedules for the West5 16.7.14. City Manager Area will be circulated to members b. that the information relating to Section 106 Neighbourho and tabled at the next round of Ward payments is circulated to the Committee. ods (Jane Member briefings (Jane Price) Price)

Part 2 – Issues raised at previous meetings (154) Hull Local Plan To 2030 – Issues and Options 28.5.14. Consultation Document

c. that details of the 8 sites which could provide c - e City c - e Information circulated 9th July c - e Request Deletion 433 dwellings in the West Area be circulated to Planning 2014 (Neville Brown) Members form information; Manager (Neville d. that the Committee receive an update on the Brown) Local Enterprise Partnership bid for the former Page 207 of 220 3 October 2014

Birds Eye Site, and;

e. that Members be informed why the Pickering, Peter Pan, Wymersley and Gower Parks in their area are not highlighted in the plan whereas other are shown as Registered Parks and Gardens.

(155) Springhead Golf Course b. Assistant b. Meeting held on 23rd September b. Added to forward 28.5.14. City 2014. All agreed valuable networking Plan- Request Deletion b. that a meeting be set up between the Managers, opportunity – further meetings to be Derringham Ward Members and Groundwork to Neighbourho arranged on a quarterly basis (Jane discuss future operation and plans for Springhead ods and Price) Golf Course. Sports, Leisure & Heritage (Jane Price/ Alison Walker)

(156) Area Directors Briefing b & e. 28.5.14. Assistant City b. West NPT personnel forwarded to b. Request Deletion b. that details of the Police personal currently Manager, Ward Members (Jane Price) covering the West Area be circulated to Members Neighbourho for information; ods(Jane Price)

c. that Members’ concerns at the delays in evicting c. Town Clerk travellers from a site they have recently been (Ian evicted from be noted and an explanation given as Anderson) to why further Court action was necessary;

d. that Members receive assurance that the d. City removal of human waste from sites previously Streetscene occupied by travellers will be dealt with in a Manager Page 208 of 220 4 October 2014

speedier fashion in the future, and (Andy Burton) e. that Members be informed, within 7 days, as to e. Assistant e. The lease was signed on the 12th e. Request Deletion why the lease in respect of Anlaby Park Library Head of August 2014 and Members informed has still not being signed. Service (Michelle Alford) Michelle Alford

(144) Update on the Changes to Children’s Centre b &c City b. 14/15 Estimate £300 per term, b & c Request Deletion 2.4.14. Operations within the West Area Safe and £1000 max for the financial year. Early 13/14 £1700. 12/13 £700. b. that information on the level of the current Intervention This area was specifically a target set crèche subsidy and what it will be reduced to is Manager for us by Ofsted hence the increase. provided to members of this Committee outside of (Marion Kirk) However, the cost is a prediction and the meeting, and it will depend on attendance onto courses. Adult Ed also deliver c .that this Committee expressed concern in courses in centres and they pay the relation to the reduction in the opening times of full cost for crèche provision. Children’s Centres in the west of the city. c. Comments noted

(145) Services Provided by Voluntary Organisations b. Community b. Letter circulated to groups June b. Request Deletion 2.4.14. in the West Area Manager 2014 (Jane Price) (Jane b. that the voluntary organisations be thanked for Redpath) the work they have undertaken in the West area.

(115) Public Questions City 26.2.14. Streetscene A Member of the public stated that there was a Manager Site meeting arranged for 15th Monitor problem with cars and vans parking on a grassed /Community October 2014 – Councillor Thomas, area on Saltash Road. Manager(Ric Neighbourhood Coordinator and hard resident attending (Jane Price) The chair confirmed that she had spoken to the Townend; Page 209 of 220 5 October 2014

member of the public and that, in conjunction with Jane officers from Network Management, it may be Redpath) possible to find a solution to the problem and she confirmed that a site visit would be arranged between Ward Members, officers and the resident.

(117) Green Sports Routes Project – Costello 26.2.14. Stadium

a. that officers ensure that, when progressing with a & b City a & b E-mail circulated on 17th a & b Request Deletion the bid and planning application for the green Culture, September advising project not to go sports route project, the future parking provision at Leisure and ahead (Mitch Upfold) Costello Stadium is adequate and can Heritage accommodate any increase in visitor numbers; Manager (Alison b. that officers ensure that adequate consultation is Walker carried out with park users, to establish how the green sports route will impact on the current use of the park, and that the residents of Costello View be consulted as the proposed site for the facility would be close to these properties.

(122) Hull Parking Strategy 26.2.14. That Members of the West Area Committee note Town Clerk; There is no action to be taken, their Request Deletion that the process officers have to follow in preparing Chief concerns have been passed on as reports for Cabinet decision means that Members Executive per the minute. (Darryl Stephenson) have been unable to receive the Hull Parking (Ian The two reports referred to are City Strategy to this meeting of West Area Committee Anderson; Wide reports. As will be appreciated and have therefore been unable to feed into and Darryl West Area Committee is not a influence the development of the Strategy and they Stephenson) Scrutiny Commission and so the Area request that their concerns around this process, Committee could only request a that impacts on both Area Committees and briefing on whether there were any Page 210 of 220 6 October 2014

Scrutiny Commissions, be passed to the local issues related to West Area. Monitoring Officer and the Chief Executive. The Parking Strategy has been deferred for further consideration to June, so the Area Committee may request a written briefing upon whether there are any local implications for West Area Committee arising from the draft strategy. (Ian Anderson)

(102) Public Questions 22.1.14. b. that the resident of Southern Drive will receive a b. City b. Written response not sent as yet b. Request Deletion written response to the written questions submitted Culture, but the officer met with residents. A at the meeting regarding the Green Route Cycle Leisure and briefing note is to be submitted to the Track at the Costello Playing Fields; Heritage meeting scheduled for 26th February Manager 2014. (Alison Walker). E-mail (Alison circulated on 17th September advising Walker) project not to go ahead (Mitch Upfold) Letter to be sent to resident advising of decision not to progress. e. that the Head of Streetscene Services will liaise e. Head of with the streetcare team about putting in place Streetscene e. A visit was undertaken by e. Request Deletion temporary “no waiting” cones to enable the area of Services Streetscene after the January road from Patterdale Road to Kirklands Road to be (Doug meeting which highlighted small swept and the gullies to be cleaned, and Ward Sharp) amounts of litter and detritus and a Councillors will be informed of the action to be few parked cars in the street. A taken. cleansing team went in to give the area a general sweep and tidy up. When the visit was undertaken there was no need for any cones due to the small number of parked cars (Paul Fincham)

Page 211 of 220 7 October 2014

(105) Streetscene Services (Highways) – Quarterly 22.1.14. Report

b. that Pickering Ward Members will receive details b. City b. Vincent Close was part of the b. Request Deletion of the anticipated completion date for the Vincent Streetscene 2013/14 micro surfacing programme Close carriageway surfacing works; Manager and was completed at the beginning (Graham of March 2014 Hall)

(107) Flood Risk Management Update 22.1.14. a. That the West Area Committee will receive a. City a. The flood RE scheme is still in a. Added to Forward details, at the appropriate time, of the Flood Re Economic consultation about final details. The Plan - Request approach, which will provide a fund to support Development Flood Risk Team will produce a Deletion those people most at risk and/or least able to and briefing about the scheme once afford insurance cover, through a levy on all home Regeneration details are known to inform the insurance policies, irrespective of risk, to be Manager communities and committees about implemented in Summer 2015. (Rachel what the scheme involves and how it Glossop) affects people. This is likely to be Spring 2015 (Rachel Glossop)

(109) Outcomes of the Peoples Panel Survey West 22.1.14. Area

a. that Members will receive data from the People’s a-b City a. Agreed to provide in February a & b added to Forward Panel Survey on those residents who volunteered Regeneration 2015. (Beverley Murray) Plan - Request in the West Area, in 12 months time, as officers and Policy Deletion have recently started to gather this data; Manager (Beverley b. that Members of the West Area Committee, and Murray) b. As per action (a), I will provide a the West Area Team, will receive the results of the copy of each Peoples Panel survey. Peoples Panel Survey each time one is completed, Members of the West Area and the Chair will decide whether these results will Committee and the West Area Team be submitted to the Committee for discussion; can request results for any of the Page 212 of 220 8 October 2014

questions included. Not all questions will be relevant at a local level but of course I will provide results for any questions of interest (Beverley Murray)

(94) Proposed Closure of Spring Bank West 11.12.13. b. That businesses in the area around the b. Head of b. The onus is on businesses to b. Request Deletion proposed road closure along Spring Bank West be Streetscene contact the City Council to request a informed that they can apply for a rebate on their Services rebate on their business rates if they business rates, if they feel that the road closure (Graham feel that a road closure has adversely has adversely impacted on their business. Hall) affected their business (Graham Hall)

(81) Future Council – Customer Enablement and 20.11.13. Empowerment Through Digital First

b. That West Area Committee wishes to ensure b & c City b & c The self service programme is b & c Monitor that there will remain public access to customer Customer progressing but no further specific services through a Customer Service Centre in the Services details to report at this time (28.1.14) West of the City which was agreed would be Manager Currently external consultants are provided at the Gipsyville Multipurpose Centre and (Andy working on scoping a business case had not yet been delivered; Brown) which will be completed by the end of October 2014. This case will help c. That Members be kept informed of progress with inform future progression of this the roll-out of self service facilities to the public to initiative(2.10.14.) (Andy Brown). . ensure they understand how services will be accessed and can answer residents queries.

74. Future Council – Community Safety Review 23.10.13. c. City Safe c. That a further report be considered by the Area and Early c. A briefing note will be provided by c. Monitor Committees once the consultation has been Interventions the City Safe and Early Interventions Page 213 of 220 9 October 2014

completed and detailed recommendations are Manager Manager once the consultation has available for consideration. (Tracey been completed. Planning for year 2 Harsley) of the review will commence in the next few weeks (Tracey Harsley – 30.9.14.)

(34) West Area Committee Resolution List 17.7.13. b. That an update is sought regarding minute 10(f) b. Portfolio b. b. Monitor regarding Members’ concerns around the possible Holder sale of land on Springhead Avenue being raised (Councillor with the Portfolio Holder; D. Hale)

c. That the Area Director obtains a copy of the c. Area c. Update included on the agenda for c. Request Deletion lease arrangement agreed with the Friends of Director the meeting scheduled for 26th Anlaby Park but the Committee would emphasis (Riverside, February 2014. The lease isn’t yet that they do not wish this to delay the process of West and finalised, details will be circulated enabling the group to operate the facilities. Wyke) (Jane when it has been. (Michelle Alford) Price/Michell e Alford)

(10) Proposal to Relocate the Springhead Medical 19.6.13. Centre

e. That the West Area Committee suggest that e. City e. NPS had already partly addressed e & f Monitor discussions take place with the users of the green Property and (e)in respect of the Springhead site space, at an early stage, to establish any impact Assets and were satisfied that the reduced on them of this area of land being sold; Manager area left for sports pitches still met FA (Nick standards etc. The next stage would Howbridge; be to speak to the secretary of the Terry local FA amateur football league or Garnett – directly to the clubs which use these NPS) pitches…but this is not appropriate whilst the alternative options are still Page 214 of 220 10 October 2014

to be explored. (John Haymes)

f. That West Area Committee Members’ concerns f. DSO – MR f. with regard to the possible sale of the land on (Councillor Springhead Avenue be raised with the Portfolio D. Hale) Holder.

(192) Public Questions b. City 15.5.13. Streetscene b. The West Area Committee notes that the Manager b. Report will be available to the Area b. Request Deletion introduction of the bus lane on Spring Bank West (Andy Committee in June 2014 as, due to affects three Area Committees, and request that a Burton; the number of road works on this report be received to a future meeting of the West Graham route, it has not been possible to Area Committee which considers the impact that Hall) monitor the success of the bus lane. the bus lane has had on travel times for buses and Jane (Graham Hall) cars to enable the Area Committee to monitor its Redpath – to Added to the Work Programme (Jane effectiveness and consider whether it wishes to add to work Redpath) see the bus lane remain in place programme.

(181) Council Response to Financial Hardship and 17.4.13. Impact of Welfare Benefit Changes

b. that data is gathered from voluntary b. City b. This information is being collated organisations and churches indicating what Customer and will be included in a report to a services and support they are currently providing Services future meeting of the Committee. e.g. foodbanks, advice, to enable Members to see Manager (Jane Price) the full picture of support and advice available in Jane Added to the Work Programme (Jane the West Area. Redpath – Redpath) Add to work programme.

Page 215 of 220 11 October 2014

(189) West Area Committee Resolution List 17.4.13. d. that, with regard to minute 107, the report on the d. City d. This has been overtaken by plans value for money review into the Highways Service, Streetscene for the highways service including the which is to be considered by all Area Committees Manager establishment of the Company and and due to be completed once the draft highways (Graham the restructuring of the service capital programme is finalised, be added to this Hall) (Graham Hall) Committee’s Work Programme.

Page 216 of 220 12 October 2014

Work Programme 2014-15 West Area Committee

Chair: Councillor C. Thomas Deputy Chair: Councillor H. Clay Lead Officer: Jane Price Committee Officer: Dorinda Guy Future meetings: 16th July 2014; 15th October 2014; 17th December 2014; 18th February 2015;18th March 2015, and 27th May 2015

List Responsible Supporting Reason for this issue being Action/ Date of Agenda Items Officer Portfolio Documents Submitted to the Committee Current Meeting (In Holder and/or position Attendance) Presentation To be West Area Jane Price Briefing note To inform the Committee on Councillor submitted Directors Briefing issues in the West Area J. Hewitt to each meeting

To be West Area Funds Jane Price Report To advise the Committee on Councillor submitted Report current budget totals and items J. Hewitt to each for expenditure meeting

15th Parking Strategy Richard Briefing Note To inform the Committee of the Councillor M. October Review Townend potential impact in the West Area Mancey 2014 and seek comments prior to a decision by Cabinet.

Page 217 of 220 October 2014

List Responsible Supporting Reason for this issue being Action/ Date of Agenda Items Officer Portfolio Documents Submitted to the Committee Current Meeting (In Holder and/or position Attendance) Presentation 17th Impact of Spring Graham Report To advise the Committee on the Councillor December Bank West Bus Hall results of monitoring and M. Mancey 2014 Lane on traffic evaluation results

TBC Review of Alison Briefing Note To inform the Committee of the Councillor H. Delivery of Adult Barker potential impact in the West Area Spencer Social Care and seek comments prior to a Services decision by Cabinet.

TBC Bus Strategy Richard Briefing Note To inform the Committee of the Councillor M. Review Townend potential impact in the West Area Mancey and seek comments prior to a decision by Cabinet.

TBC Future Council – Tracey Report To update the Committee on the Councillor Community Harsley review. J. Hewitt Safety Review TBC Disposal of Nick Briefing Note To update the Committee on the Buildings in the Howbridge current position. West Area TBC Leisure and Mitch Upfold Report To update the Committee on the Councillor S. Heritage Service review. Brady Review

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List Responsible Supporting Reason for this issue being Action/ Date of Agenda Items Officer Portfolio Documents Submitted to the Committee Current Meeting (In Holder and/or position Attendance) Presentation TBC Education Ken Sainty Briefing Note To update the Committee on Update/Ofsted current issues Reports TBC Consultation on Julia Weldon Report To seek the views of the Joint Health and Committee Well Being Strategy TBC Springhead Golf Jane Price Briefing Note To provide an update on future Course operation/plans TBC Flood Risk Rachel Briefing Note To provide an update on the Management Glossop Flood Re approach which will provide a fund to support those most at risk Feb 2015 Outcome of Beverley Briefing Note To provide an update on the Peoples Panel Murray survey Survey

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