TANDRIDGE DISTRICT COUNCIL HOUSING COMMITTEE Minutes and report to Council of the virtual meeting of the Committee held on the 19th November 2020 at 7.30pm. PRESENT: Councillors Parker (Chair), Fitzgerald (Vice-Chair), Morrow (Vice-Chair), Gray, Jones, Langton, Mills, Ridge, Steeds, C.White and Wren. ALSO PRESENT: Councillors Blake-Thomas, Caulcott, Davies, Farr and Lockwood. 178. MINUTES OF THE MEETING HELD ON THE 17TH SEPTEMBER 2020 These minutes were approved as a correct record. 179. Q2 PERFORMANCE AND RISKS - HOUSING COMMITTEE Members were presented with an analysis of the Committee’s key performance indicators and risks for the second quarter of 2020/21. The accompanying report recommended revised committee objectives for inclusion within the next version of the Strategic Plan and the following amendments to targets for performance indicators HO1 and HO5: HO1 - Current tenant rent arrears as a percentage of annual rent receivable Proposed alteration of the target from 2.5% to 3% to reflect the position in light of the Covid-19 pandemic and the increase in arrears as a national average according to HouseMark’. HO5 - Number of people in 'urgent need' (bands A&B) on the Housing Register Proposed alteration of the target from 275 to 325 to reflect the increasing trend in numbers over previous years. Upon discussing these proposals, the Committee considered that the above-mentioned targets should not be altered. Regarding the suggested committee objectives, officers advised that the target for delivering 100 affordable homes could be increased in anticipation of Housing Associations being able to deliver 75 dwellings. Councillor Morrow, seconded by Councillor Jones, proposed that the objective be amended accordingly and that ‘March 2021’ be inserted as the target date for submitting a new 5-year programme for the development / acquisition of property for the provision of affordable housing. This was agreed. Members reiterated views expressed at the previous meeting that ‘mitigating actions’ within the risk register should be refreshed in cases where ratings remained in the higher risk category. A discussion also took place regarding the energy efficiency of the housing stock and the wish for a plan to identify how and when the Council intended to replace existing gas boilers with more environmentally friendly heating systems. This was in light of the significant levels of carbon emissions from conventional gas boilers. R E S O L V E D – that A. the Quarter 2 2020/21 performance and risks for the Housing Committee be noted; B. the Committee adopt the following revised objectives for the Housing Committee for publication in the next version of Council’s Strategic Plan: conduct a review of Sheltered Housing to inform plans to ensure the right mix of provision in the District (June 2021); review the Council’s housing stock and prepare plans to improve environmental performance and increase provision of affordable and lifetime homes (December 2022); deliver 175 new affordable homes via the Council’s house building programme and in partnership with local registered social housing providers (December 2022); and, develop a new 5-year programme for the development / acquisition of property for the provision of affordable housing (March 2021); ensure provision of decent private sector accommodation within the District and work with owners to bring empty homes back into circulation (June 2021); and C. a report be submitted to the Committee’s meeting on the 19th January 2021 regarding the scope for a potential programme to replace all gas boilers within the Council’s housing stock with more environmentally friendly heating systems over time. 180. HOUSING FINANCE REPORT- PERIOD 6 A report concerning the Committee’s revenue budget and capital programme as at the end of September 2020 (month 6) was presented. This covered both the Housing General Fund (HGF) and Housing Revenue Account (HRA). Regarding the HGF, a revenue underspend of £96,000 against the budget baseline of £459,000 was projected. This represented a deterioration of £8,000 compared to the previous month. The additional cost items included £12,500 for private sector enabling as the contractor (Millbrook) had redeployed staff for a 12-week period to support Surrey County Council’s Covid-19 response. However, the Committee was advised that this cost was no longer applicable and would be reversed within the month 7 presentation. A revenue surplus of £100,000 was forecast for the HRA and the HRA capital programme had been reduced from £15,054,700 to £9,275,300. During the debate, the sustainability of underspending against salary budgets was questioned. The Committee was advised that such underspends were not solely attributable to unfilled vacancies and also reflected senior management changes and the capitalisation of salaries. It was also clarified that underspends on repairs and maintenance were largely due to a suspension of activities (e.g. painting and decorating) during the pandemic and that the works would need to be re-programmed. R E S O L V E D – that the Housing Committee’s forecast budget position as at 30th September 2020 be noted. 181. REVIEW OF MEADOWSIDE MOBILE HOMES PARK The Committee received an update about management actions to improve conditions on the site, including a pest control programme; tree works; repair and maintenance initiatives; and the intention to promote the Green Jump Surrey project aimed at enhancing the energy efficiency of the accommodation. The report also informed Members about the income received via commissions from the sale of mobile homes on the site since 2017/18 and the arrangements for setting pitch fees. It was explained that the General Fund receives a surplus of £73,900 from the site after meeting routine maintenance costs, and that the General Fund capital programme was there to fund major works. Arising from the debate, officers agreed to investigate the possibility of utilising statutory powers to address the issue of high hedges on private land adjoining the western end of the site which were having a negative impact on Meadowside residents. R E S O L V E D – that the programme of activity and improvements to the site be noted. 182. TENANCY STRATEGY AND TENANCY POLICY REVIEW - CONSULTATION A proposed updated version of the Council’s Tenancy Strategy, together with the following suggested amendments to the associated Tenancy Policy, were presented: From 1st December 2020, all tenancies of one-bedroom properties be, once again, allocated on introductory tenancies and secure lifetime tenancies only. This was due to the limited benefits of issuing fixed term tenancies for such properties and the significant administration and officer time involved in renewals (which had resulted from 97% of previous tenancy reviews of single bedroom dwellings); and The ability to offer a tenancy for a term of less than five years in circumstances relating to potential under-occupancy of family properties. R E S O L V E D – that: A. the updated Tenancy Strategy be approved for publication from 1st April 2021, following consultation with registered providers of housing in the District; and B. the Council’s Tenancy Policy be amended to remove the use of fixed term tenancies for properties with one bedroom only, and to extend the criteria for issuing fixed term tenancies of less than five years. 183. ADOPTION OF AIDS AND ADAPTATIONS POLICY FOR COUNCIL HOMES At its previous meeting on the 17th September 2020, the Committee approved a draft aids and adaptations policy for public consultation purposes. The consultation had since run from the 2nd to 30th October 2020 and included direct contact with Surrey County Council’s occupational therapy teams and tenant residents’ groups, as well as a tenants’ survey. Overall, the consultation had demonstrated strong support for the policy. A report was submitted which summarised the consultation responses and explained where the policy had been amended in response to the feedback. R E S O L V E D – that the final version of the Aids and Adaptations Policy for Council Homes, as attached at Appendix A to the report, be adopted. 184. REVIEW OF COMMUNITY ALARM SERVICE IN THE DISTRICT A report was presented which recommended the cessation of the in-house community alarm and telecare service and for Tandridge residents to be signposted to Mole Valley Life as the alternative future provider. The reason for this was that, over the next few years, analogue telephony services will be switched off as part of a national upgrade of telecommunications infrastructure. Existing community alarm customers would have to be transferred to a digital network, the cost of which could be approximately £200,000 to the Council if the service was retained in-house. The report explained that Mole Valley District Council (MVDC) has an established, growing and accredited community alarm service, delivered through Mole Valley Life to over 2,500 residents in the Mole Valley, Reigate & Banstead and Horsham areas. MVDC also played an active role in TDC’s current service by undertaking 24 hour a day call monitoring. R E S O L V E D – that A. the provision of an in-house telecare and community alarm service be ceased from 1st April 2021; B. existing clients be transferred to Mole Valley Life from 1st April 2021; C. future interest be signposted to Mole Valley Life; D. a service level agreement with Mole Valley Life be put in place, outlining expectations of service; and E. planning permission be sought to convert the current telecare office in Pollards Oak Road, Hurst Green back into a two bedroom flat to be used for housing. Rising 9.04 pm .